FPA - Organization Policies

Article 1 / this financial system was issued based on the statute of the organization.

Article 2 /the terms mentioned in this administrative system depend on the definitions contained in the first article of the statute

Article 3 /the provisions of this bylaw shall apply to all bodies and formations of the organization

 

The first chapter: the order to spend

Chapter One / those who command the exchange

Article 4 / The Director General is the order to disburse the organization in accordance with the general budget for the programs of the organization approved by the Board of Trustees and the annual budget approved by the Board of Directors

Article 5 / the directors of self-funded offices, departments, programs, and long-term projects are authorized to order disbursement within the regulations and in accordance with instructions issued by the administrative body

Article 6 / the administrative body may authorize the short-term project manager to order the disbursement within his project by an administrative order

 

The second chapter / request for disbursement of funds

Article 7 / for the purpose of disbursing any amount within the organization’s budget or the budget of programs and projects, a written approval must be obtained from the disbursement order or the person authorized to order the disbursement

Article 8 / the Accounts Division must refuse to disburse any amount if it is not coupled with the approval of the person who ordered the disbursement or the person authorized to order the disbursement.

Article 9 / the supervisory and audit authorities in the organization shall undertake the follow-up process of the follow-up disbursement of sums, and they shall submit reports of violations to the oversight official in the Board of Trustees

 

The second chapter / accounts

Chapter Three / Accounts of the Organization

Article 10 / the accounts of the organization are centralized and the responsible of the accounts division in the human and material resources department is the central accountant of the organization

Article 11 / the original copies of receipts, invoices and the rest of the accounting documents shall be deposited with the Accounts Division, provided that they are attached to the original approvals.

Article 12 / the Accounts Division is directly responsible for organizing the accounts of the Board of Trustees, the Advisory Board, the Board of Directors, the administrative body and its subordinate divisions within the organization’s center.

Article 13 / on the proposal of the Accounts Division, the administrative body may adopt the appropriate accounting system in the organization according to instructions it issues in this regard

Article 14 / the administrative body may, upon the proposal of the Accounts Division, adopt the Iraqi dinar or US dollars or any other currency or more than one currency in organizing accounts according to instructions issued in this regard.

 

Chapter Four / Auditing Accounts

Article 15 / the oversight official in the Board of Trustees may audit the accounts of the organization himself or assign the auditor of the organization with this task or ask the director general or the director of the human and material resources department to submit a statement of the organization’s general accounts within a period not exceeding one month from the date of submitting the request

Article 16 / the board of directors shall annually audit the organization’s accounts with a legally recognized entity in accordance with the organization’s statute

Article 17 / the administrative body shall issue instructions regarding internal auditing of accounts

 

Chapter Five / Mathematical Documents

Article 18 / The Accounts Division shall prepare and distribute the following accounting documents to all offices and programs of the organization:

18-1: The receipt book, in two copies, for each receipt, provided that it is numbered, and the receipts receipt book shall be handed over

18-2: The inventory receipt book, in two copies, for each receipt, provided that it is numbered, and the store receipt and exit receipt book shall be handed over to the account.

Article 19 / The Accounts Division shall prepare and distribute the following accounting documents to all offices, departments, programs and projects of the organization:

19-1: Exchange vouchers

19-2: Application form for approval to disburse amounts or purchase materials

3-19: Salary, Rewards, and Wages List Template

19-4: The monthly account statement form and the annual financial report

Article 20 / The Accounts Division shall approve the following accounting documents in its work in addition to the above:

20-1: Registration vouchers

20-2: Deposit and withdrawal documents from banks

20-3: Any other documents related to making accounts

 

Chapter Six / Accounting Records

Article 21 / the Accounts Division shall rely on the organization’s financial records, accounts and assets in accordance with the organization’s statute

Article 22 / the administrative body shall issue the necessary instructions regarding the accounting records in the organization

 

Chapter Seven / Accounting Reports

Article 23 / all offices must submit their monthly and annual financial and accounting reports to the Accounts Division in accordance with instructions issued by the administrative body

Article 24 / all program and project managers, officials or accountants must submit account statements according to a schedule determined by the administrative body, provided that final accounts are submitted accompanied by all receipts, invoices and accounting documents after the end of the project.

Article 25 / all managers or accountants of long-term, self-financed projects, shall have monthly and annual financial and account reports to the offices in the governorate or region.

Article 26 / the Accounts Division must submit a monthly statement of accounts and an annual financial report to the administrative body

Article 27 / the Department of Human and Financial Resources Management may submit a proposal to the administrative body to hold periodic training courses in the field of accounts and stores for the organization’s executive body

 

Chapter Eight / Deposit Bank

Article 28 / According to the articles of association of the original organization, the cash amounts of the organization must be deposited in one or more banks and in the name of the organization, and the amounts are withdrawn according to the instruments

Article 29 / The Director General of the Organization to order the withdrawal of all or part of bank deposits and keep the cash balance in the Accounts Division or in the offices according to work needs.

Article 30 / in cases of emergency, the Chairman of the Board of Trustees may issue a decision to create the cash balance of the organization with trusted persons

Article 31 / the bank instruments shall be kept with the Accounts Division

Article 32 / the administrative body issues an administrative order in the names of those authorized to withdraw funds from banks, with an official letter directing to the banks.

Article 33 / the administrative body may authorize office managers to open bank accounts in their governorates or regions, provided that the account is opened in the name of the organization

 

Chapter Three / Buying and Selling

Chapter Nine / Sale

Article 34 / the movable and immovable funds of the organization shall be sold by order of the administrative body, provided that the sale order raises the funds whose estimated value exceeds one thousand dollars or its equivalent to the Chairman of the Board of Trustees before completing the sale process for approval of the matter.

Article 35 / funds are sold to the organization of both types:

35-1: By mutual consent if the estimated value of the material does not exceed (200 $) two hundred dollars or its equivalent

35-2: By inviting offers if their estimated value does not exceed (1000 $) one thousand dollars or its equivalent

35-3: By the public auction and in a sealed envelope if its value exceeds ($ 1,000) one thousand dollars or its equivalent

Article 36 / the central procurement committee or procurement committees in the governorates and regions shall manage the sales process

 

Chapter Ten / Purchase

Article 37 / a central procurement committee shall be formed at the center of the organization, provided that the disbursement order is not a member of it

Article 38 / purchasing committees shall be formed in offices, programs and projects, provided that the person authorized to order the disbursement is not a member

Article 39 / in offices where the procurement committee cannot be formed, the administrative body may authorize the office manager to purchase the materials himself within the budget

Article 40 / Purchase deals shall be concluded according to the following:

40-1: According to an original receipt if the value of the material does not exceed ($ 100) one hundred dollars or its equivalent

40-2: According to an original receipt with three offers, if their value does not exceed ($ 1000) a thousand dollars or its equivalent

40-3: by invoking bids if their value does not exceed ($ 5,000) five thousand dollars or its equivalent

40-4: By bidding if its value exceeds ($ 5,000) five thousand dollars or its equivalent

Article 41 / the following cases can be excluded from Article 40 above

 41-1: In the event that it is not possible to obtain an original receipt, a payment voucher can be organized for the amount, provided that the value of the material ($ 20) does not exceed twenty dollars or its equivalent

41-2: In the event that it is not possible to obtain offers for materials whose value exceeds ($ 100) or its equivalent due to the availability of the material at one source, the original receipt may be satisfied, provided that the approval of the Director General is obtained.

41-3: With regard to purchases from governmental institutions or other non-governmental organizations, the receipt issued by the selling authority shall be sufficient

Article 42 / the principle of wholesale purchase shall be applied whenever possible, provided that the financial possibility and the place of storage are available

Article 43 / the value of purchases shall be paid with bank check or in cash. Purchases shall not be carried out on a deferred payment basis without the approval of the Director General

 

Chapter Four / Stores

Chapter Eleven / Inventory Entry and Exit

Article 44 / the administrative body must issue a list of inventory entry and exit within a period not exceeding six months from the date of the financial system

Article 45 / until the inventory entry and exit regulations are issued, the Accounts Division undertakes the task of inventorying and documenting the assets according to the followed system

 

Chapter Five / Financial Rights

Chapter Twelve / Salaries and Wages

Article 46 / Pay the salaries or wages of a worker with a contract in the organization on the last day of the month, unless the contract signed with him stipulates otherwise

Article 47 / In the event that cash is not provided, it is permissible for the one who is in command to spend or authorized to order the exchange to delay the payment of salaries or wages for a period of no more than thirty days.

Article 48 / it is not permissible to increase or decrease the salary or the wage unless a new contract is concluded

Article 49 / the worker with a contract in the organization has the right to request the termination of the work contract with the organization if the payment of his salary or wage is more than thirty days late, and the organization must pay his full dues within a period of three months from the date of the termination of the contract

Article 50 / the principle applies to the voluntary donation of the worker with a contract of part or all of his salary or wages to the organization, and the amount of the donation is recorded monthly in his name in the accounting records.

Chapter Thirteen / Contract workers in short-term projects

Article 51 / Temporary contracts are concluded for the completion of a specific work in a specific period of time, and the contractor’s dues are paid according to the text of the contract

Article 52 / the principle of voluntary donation of the contracting party with a temporary contract shall apply part or all of his dues to the organization and the amount of the donation is recorded in his name in the accounting records.

Chapter Fourteen / Rewards

Article 53 / Rewards are paid in three cases

53-1: Distinguished work or exceptional effort for a contract worker in the organization

53-2: a service provided by non-contract workers to the organization

53-3: By a decision of the Board of Directors, a reward is paid to a member of the Board of Trustees when he contributes to providing financial support for the programs or projects of the organization, provided that the bonuses are not paid from the annual budget of the organization and their payment is limited to the budget of programs and projects

Article 54 / The principle of voluntary donation is applied to the recipient of a part or all of the reward amount to the organization, and the donation amount is recorded in his name in the accounting records.

Chapter Fifteen / Compensation

Article 55 / the compensation issue shall be regulated by a special regulation issued by the Board of Directors.

Article 56 / the principle of voluntary donation shall be applied to the recipient of compensation for part or all of the compensation amount to the organization, and the amount of the donation shall be recorded in his name in the accounting records.

Chapter Sixteen / Books of Thanks and Appreciation

Article 57 / In the event that the board of trustees, the board of directors, or the administrative body issues letters of thanks and appreciation, points are calculated for the worker with a contract according to Article 59 below

Article 58 / In the event that a letter of thanks and appreciation is coupled with a monetary reward, the points shall not be counted to the worker with a contract

Chapter Seventeen / Contract Employees Points

Article 59 / Points are calculated for a worker with a contract in the organization for the purpose of competing for an increase in salaries or a contract with him in a higher executive position, as follows:

59-1: Three points for each year of actual service in the organization

59-2: One point for every year he volunteered with the organization before his contract work

59-3: Three points for each letter of thanks and appreciation issued by the Board of Trustees

59-4: Two points for each letter of thanks and appreciation issued by the Board of Directors

59-5: One point for each letter of thanks and appreciation issued by the administrative body

59-6: Six points for a PhD holder

7-59: Five points for a master’s degree holder

8-59: Four points for a holder of a Bachelor’s degree

9-59: Three points for a holder of a technical diploma

10-59: Two points for high school graduates or equivalent

59-11: One point for middle school graduates or equivalent

12-59: Two points for each trainee training certificate

13-59: Three points for a computer specialist

59-14: Two points for a computer practitioner

15-59: One point for someone who can work on a computer

16-59: Three points for one who is fluent in three languages

59-17: Two points for one who is fluent in two languages

18-59: One point for one who is fluent in one language

59-19: Three points for a female

20-59: Three points for people with special needs

59-21: Three points for a full-time employee in the organization

59-22: One point for part-time work in the organization

Article 60 / the committee charged with interviewing job applicants’ grants money that does not exceed 10 points for highly qualified people in the field of applicant

 

Chapter Six / Penalties

Chapter Eighteen / Penalties for Contract Employees

Article 61 / Sanctions adopted by the organization against its contract workers

61-1: A warning with a one-day cutoff of salary or wages

61-2: He drew attention with a three-day salary or wage cut, with a drop of one point

61-3: A warning with a seven-day salary or wage cut, with a reduction of three points

61-4: Final warning, with a salary or wage cut for fifteen days, with seven points being cut

61-5: Dismissal and termination of the contract, with the discontinuation of all dues and the deletion of all his points

Article 62 / the administrative body shall issue the necessary instructions regarding penalties

 

Chapter Nineteen / Volunteer Penalties

Article 63 / Sanctions adopted by the organization against volunteers except for members of the Board of Trustees and the Advisory Board:

63-1: Alert

63-2: Draw attention with a drop of a point

63-3: a warning with a drop of three points

64-4: Final warning with a loss of seven points

64-5: Deleting him from the list of volunteers with the deletion of all his points

Article 64 / The Board of Trustees may issue a list of penalties against members of the Board of Trustees and Advisors

 

Chapter Seven / Donations, Grants and Gifts

Chapter Twenty

Article 65 / the organization accepts donations from people in its working body according to the rules, regulations and instructions in force in the organization

Article 66 / the donation amounts are listed in a special chapter in the organization’s accounts and in the names of the donors

 

Chapter Twenty One / Grants

Article 67 / the organization accepts unconditional grants presented to it in accordance with the applicable laws and its statute

Article 68 / Amounts shall be entered in a special chapter in the organization’s accounts and in the names of the donors

 

Chapter Twenty-Two / Donations

Article 69 / Donations and grants in kind and not in kind mean in the laws and regulations of the organization

Article 70 / the organization accepts unconditional donations made to it in accordance with applicable laws and its bylaw

Article 71 / the donations are included in a list attached to the annual financial report and with the names of the donors and donors

 

Chapter Eight / Account Balances

Chapter Twenty Three / Estimated Budgets

Article 72 / the organization has an estimated general budget for the organization’s programs in the strategic plan approved by the Board of Trustees in accordance with the organization’s statute.

Article 73 / In the event that sufficient capital is not available to cover the programs of the strategic plan, and the implementation of the plan is approved for the possibility of financing programs and projects by partner agencies and financed by the Board of Trustees, work will be suspended and the approval of the general estimated budget for the strategic plan is postponed until the reasons are removed.

Article 74 / the organization has an annual appraisal budget that is approved by the Board of Directors in accordance with the organization’s bylaw.

Article 75 / the administrative body responsible for preparing the annual estimate budget and providing the amounts allocated in the annual budget in accordance with the mechanisms specified in the special instructions.

 

Chapter Twenty Four / Financial Reports and Trial Balances

Article 76 / The Board of Trustees approves the final financial report of the organization’s programs in the strategic plan in accordance with the organization’s statute

Article 77 / The Board of Directors approves the annual financial report in accordance with the articles of association

Article 78 / the administrative body is responsible for preparing the annual financial report and trial balances in accordance with the articles of association with mechanisms to be specified in the special instructions

Article 79 / The Authority issues special instructions prepared by the Accounts Division on how to prepare financial reports and trial balances

 

Chapter Nine / Advances

Chapter Twenty Five / Permanent Advances

Article 80 / Permanent advances are long-term advances that are liquidated at the end of the fiscal year for offices and departments or at the end of the program or project.

Article 81 / the permanent advance payment is requested by the director of the office, department, program or project to the administrative body

Chapter Twenty-Sixth and Final of the Financial System / Ordinary Advances

Article 82 / Regular advances are the advances granted to the offices, departments, or commissions of purchase to disburse the items of the approved speculative budget, and it is not permissible to grant a new advance except after liquidating the previous advances.

Article 83 / an advance for persons may be disbursed to perform work related to the organization with the approval of the Director General, provided that it is duly liquidated.

Introduction: This HR Manual contains the key policies, goals, benefits, and expectations of Family Planning & Awareness Organization (FPA) Humanitarian Foundation and other information related to the human resources policies adopted by the organization. It is a booklet that complements what was stated in the Code of conduct to point and highlight the HR policy and procedures that the management board as well as an employee will need in the course of employment in the organization. 

The success of organization is determined by our ability to operate as a unified team. We have to earn the trust and respect of our partners, stakeholders and together we shall achieve our mission and goals.  

Mission of our organization: Our organization activities are aimed at promoting dialogue and disseminating the concept of democracy, cultural plurality and civil peace among various religious and ethnic components society. We promote ethnic and religious diversity and defend the human writs in general but women and children rights in particular. Under the on-going civil war we try to cofound and implement projects of different kind such as: relief, livelihood, wash, non-formal education, protection, capacity building. We believe that those activities helps the local community to survive under the current crisis, also can be a part of tools aimed at reducing reasons behind immigration of population.   

Objective: Management’s objective in bringing out this Manual is to promote consistent Personnel practices, to highest the HR principles of our Organization, also to make this manual a basic tool, which guides the management and employees in issues, related to the HR.  

 Scope: This manual sets forth HR policies and processes applicable to employees in our organization. This manual has been updated to cover the revisions that have come into force with effect from 2018.07 thou or organization became a local Organization acting in KRG and inside Iraq.     

Distribution: Copies of the HR Manual should be sent to each Office and other Office or sections of our Family Planning & Awareness Organization support organization. The respective unit’s head in turn, will be responsible for distributing the same within her or his Project / section or office.  

Policy Application: Each Section / office is responsible for the consistent application of all policies stated herein in their respective departments/site offices.

Family Planning & Awareness Organization (FPA) Humanitarian Foundation HR policy manual:           

Human Resources Philosophy: It is the fundamental policy of that all employees should be treated fairly and without any discrimination. The Organization would like to maintain cordial relations with its employees, afford easy accessibility, strengthen channels of communication and adopt a pro-active role to motivate its employees. 

Organization aims to be an Equal Opportunity Employer. No person will be discriminated against in employment because of race, color, religion, sex, gender, marital status, political belief, age, disability, ancestry, and sexual preference. This equal opportunity extends to all aspects of employment, including recruitment, hiring, training & development, promotions, termination, lay- offs, discipline and all conditions of employment and benefits/privileges in accordance with applicable statutory laws. The Organization attempts to ensure that no employee is subjected to arbitrary decisions. All candidates for employment have to be considered on merit. It is the responsibility of the management to ensure that fundamental human rights are not violated. The Organization shall strive to provide a safe and healthy working environment. (Name) expects that all individual employees shall maintain professional code of conduct and the Organization expects high standards of trust, honesty and integrity from all its Employees.   

COMMUNITY SEVA CENTRE – PONDICHERRY  

Definition of Terms 

Organization: Head Office (1) in Erbil, office and training center 2 Erbil & Mosul City, as well as the admin and its branch, liaison and logistic office in Erbil/ KRG. The liaison, logistic and admin office that may be established. 

Project Manager: Means any person so appointed by Governing Body of the Organization. 

Employee: Means any person appointed by (Name) for its Establishment and includes an Employee as defined under these service rules and regulations. The singular shall include the plural, and the feminine, the masculine wherever applicable. 

Family Planning & Awareness Organization (FPA)-Humanitarian Foundation HR policy manual         

Attendance: Means presence of the Employee concerned at his/her designated place of work and in effect engaged in the allotted work. 

Premises: Includes all work places of (Name), including Organization, whether owned, leased or hired by (Name) 

Probationer: Is a person who is provisionally appointed to a post and is under probation for the prescribed probationary period. Upon satisfactory completion of the probationary period, the “probationer” will be confirmed by an order in writing. Unless confirmed, the probationary period will be extended for an additional period of maximum six months. The maximum extended time frame is applicable for all positions in question.  

Permanent Employee: Is one who has satisfactorily completed the prescribed period of probation, and has been issued an order of confirmation in writing, or a person who is so appointed to a permanent position without probation. 

Contractual Employee: Besides permanent employees, the Organization shall be at liberty to avail of professional services through short and long term contracts. The services of the contractual employees/consultant may be sought for all positions and the number of working hours, remuneration and other terms shall be determined by the Project Manager. The contract may be renewable on mutually agreeable terms if both the parties desire to re–enter into the contract. 

Volunteers: Family Planning & Awareness Organization (FPA) foundation is Non-profit organizations and some implementations of projects, particularly the distribution of aid articles activities the volunteer’s concept of lab our workers come to life. On the service and commitment of volunteers as well as the employees. The skills and talents of both types of workers bring non-profit missions to life. At first glance, the simple difference between these two types of workers is that employees get paid and volunteers don’t. But in the practice even volunteers can get paid in form of symbolic compensation, which has to be agreed in advance and documented through official receipts to be included in the financial reports of the projects. When it comes to the per dime and travel compensations, the volunteers usually has the same writs as the regular employee of the organization. All terms of volunteer’s engagement in any kind of activity should be mentioned in the narrative and financial reports.  

Job Description: The document of responsibilities for each employee for the purpose for which he/she was employed is defined as ‘job description.’ Each employee would be issued a job description, which would include specific activities and the targets that need to be accomplished. The Organization reserves the right to revise, add or modify the job descriptions of an employee at any time.  

Family Planning & Awareness Organization (FPA) Foundation HR policy manual                       

Resignation: A desire to be relieved from the services/employment of Organization subject to acceptance, from a particular period of time, usually giving one months of notice or as specified in the letter of appointment or confirmation or contractual agreement. Accordingly, all rights and benefits accruing to employees shall stand withdrawn from the last day of employment. 

Termination: If an employee is found to be repeatedly disregarding the disciplinary rules of the Organization in spite of repeated notices, or if the performance of the employee (regular or contractual) is not up to the desired level or does not show signs of improvement even after being given the required training, the Organization may serve a notice of termination. 

Salaries: The term salaries as per the local Income Tax Act, is prescribed as “remuneration in any form (including perquisites) due for personal service under an express or implied contract of employment or service.” 

Suspension: Employees who have violated the disciplinary standards and professional code of behavior guidelines and who have failed to improve their conduct, intentionally or habitually, after warnings through written communications shall be suspended from services for a period as decided by Management. During the suspension period, the said employee will not be allowed to render any kind of duties. 

Increment: Salaries will be reviewed during first month of each new year of employment period. Increments will be based on performance of the employee in the previous year. The increment does not become a fundamental right of the employee and the Organization may, if so desire, decrease the percentage of increment, suspend the increment either temporarily or completely stop payment of increments to employees it does not deem worthy of increment. 

Benefits: Employer’s Contribution to Provident Fund, Membership to the Group Personal Accident Insurance Scheme or any other benefits given to employees as decided by the management constitutes the Benefits. 

Promotion: Employees shall be promoted to higher positions, on the basis of their past performance, competence, requisite qualifications and experience. 

Appointments: An Appointment letter will be issued to all staff and subsequent to the receipt of the letter of invitation to join employment, the candidate would be expected to submit a joining report. All candidates should provide the following details: 

Copy of the relieving letter or ‘no dues’ certificate from previous employer

Family Planning & Awareness Organization (FPA) Humanitarian Foundation HR policy manual 

*Copies of experience certificates from all earlier employers 

*Filled-in personal profile form of organization with two passport size photographs 

 *Signed copy of the Conflict of Interest Statement

*Signed copy of the statement on adherence to Child Protection Policy

Induction: All the newly recruited employees on joining shall be inducted into the system after a formal orientation/training. It is recommended that the induction process shall be a multi-departmental orientation program and the employee be sent on rotation to other departments to enable him/her to understand all the departments of the Organization. 

Probation: All newly recruited employees shall undergo a probation period of not less than three months from the date of appointment. The probation period may be extended by the management at its sole discretion. During probation, should the employee resign, he/she shall be required to give one month’s notice in writing and his resignation shall become effective only when the Management accepts the same. The performance of an employee on probation shall be evaluated before the expiry of the probation period. 

Confirmation: On satisfactory completion of the probation period, the employee shall be confirmed in the services of the Organization for full-term of the contracted tenure as the case may be. A second copy of the letter of confirmation should be recorded in the employee’s personnel file.   Resignation:  A employee desirous of leaving the services of the Organization shall give at least one months’ notice in writing to the Project Manager through his/her immediate superior. The employee shall then be relieved as per the terms and conditions of the letter of appointment at the close of office hours on the date mentioned in the letter of acceptance of resignation. The employee shall hand over charges to the respective section heads or to the person designated by him/her and obtain a clearance certificate. 

Termination: An employee shall be liable for termination of services for breach of conduct, fraud or non-compliance with the Organization’s policies and procedures or indulging in malpractice or any other reason as deemed fit by the Organization by giving him/her one month’s notice or compensation in lieu thereof. The services of an employee shall only be terminated by an order issued by the Project Manager. 

Performance Appraisal: All confirmed employees (regular as well as contractual) shall be appraised annually against the objectives set out at the beginning of the year.  

Family Planning & Awareness Organization (FPA) Humanitarian Foundation HR policy manual 

Promotion: The decision to promote an employee shall be based on the past performance of the employee, experience; additional qualification acquired by an employee and demonstrated competencies required for the position.  

Training Programs: Training inputs shall be provided both in-house and through external programs. This decision shall be based on requirement of Projects. 

Leave: The following policy recognizes the employee’s need to have time off from work for various reasons such as religious, recreational, cultural, medical, personal or others.  Leave shall be calculated with reference to the calendar year- 1st Jan to 31st Dec.  The coverage for “Leave of absence” include:  a) Privileged Leave (PL) 15 no. of days. b) Sick Leave (SL) – 15 No of days.  c) Casual Leave (CL) – 15 No of days. d) Maternity Leave –90 No of days. 

Application for any kind of leave mentioned above shall be made in the prescribed Leave Form for obtaining prior permission of the sanctioning authority. 

Holidays: Important Local Festivals & National Holidays will be selected by the Project Manager, as agreed by staff to be observed as holidays during the following calendar year. 

Hours of Work: Working hours will be from 9.00 hours to 17.30 hours with due interval for lunch from 13.00 hours to 13.30 hours from Sunday to Friday. For office assistants, driver and gardener the attendance will be from 0830 hours to 1830 hours with the due lunch interval. 

Attendance: All employees are expected to be punctual and observe office timings. All employees are required to be in the office by 9.30. 

Payment of Salary: The salary period is from 1st of the month to 30th/31st of the month. If the payday of the month fall on a holiday or weekly holiday, the salary shall be paid on the preceding working day. 

Telephone or E-Mail: The Telephone, or E-Mail is used for official calls only. However, private telephone calls or mail from office will be permitted upon prior authorization from TL or Deputy.  Confidentiality: The use of confidential information must be strictly limited to the regular and proper conduct of Organization. Except as authorized by Organization or required by law, no staff member or others having access may disclose confidential information to any person, company or other entity.

Family Planning & Awareness Organization (FPA) Humanitarian Foundation HR policy manual                     

Annexure D OFFER OF EMPLOYMENT LETTER PRIVATE AND CONFIDENTIAL (on organization’s letter head) Date: 

Dear, 

Re: OFFER OF EMPLOYMENT AS “. 

With reference to your application for ……………………………………………  employment and the recent interviews you have had with us, we have pleasure in offering you employment on the terms indicated below: 

1. JOB TITLE Your current job title will be …………….and you will report to the ………………….
2. COMMENCEMENT OF EMPLOYMENT Your employment would be effective from ……………. Upon your acceptance of this offer.
3. REMUNERATION The total cost-to-company  for  your  position  will  be  Rs  …………………..per annum.  
4. TAXATION Organization shall withhold the appropriate amount of I income taxes from the salary paid to you. If not then it has to be mentioned in your contract way and what are the responsibility for sides, the organization and the employee.
5. PROBATION Your employment will be on one to six months’ probation period (depending of the contract. On satisfactory completion of probation period, the confirmation of your employment letter will be issued.
6. OTHER TERMS AND CONDITIONS  All other terms and conditions are applicable be as per HR manual 

Family Planning & Awareness Organization (FPA) Humanitarian Foundation HR policy manual                        

7. ACCEPTANCE OF OUR OFFER We hope you find this offer to be a satisfactory basis for joining in our Organization. We are glad to have you in our team and would be able to reach more children effectively and be reckoned as a voice of children in India.

Please confirm your acceptance of our offer by signing and returning the duplicate copy  of this letter to the attention of the undersigned within 7 days from date of this letter along with joining report you will need to complete and submit a joining report that would include   i) Copy of the relieving letter/“No Dues” certificate from your previous employer  ii) Copies of experience certificates from all previous employers   iii) Filled-in personal profile form of Organization with two passport-size photographs   

Yours sincerely,  

For and on behalf of (name of the organization)

  ___________________________ 

Chief Functionary      

Acceptance I accept the above-mentioned terms and conditions of Organization.  

Signature: ——————————————————————–

Name: ————————————————————————

Date: ————————————————————————– 

Family Planning & Awareness Organization (FPA) Humanitarian Foundation HR policy manual            

 

Employee Printed Name Position Title/Location   ——————————————

Enel: HR Manual of organization.  COMMUNITY SEVA CENTRE – PONDICHERRY Job Description 

1. Reporting

The Office Boy will report to the Manger  

2. Tasks

Carrying the messages on time at their correct destination.

* Files are moved and letters are delivered to the right desk on time.

 * Ensure timely distribution of Tea, Coffee and pure drinking water, as and when required by the staff.

 *Duties are carried out promptly and correctly as per instructions of the Staff.

* Photocopying and Binding on request of staff.

 * Filing the papers in the proper files.

* Other office functions at the request of the Team Leader.  

COMMUNITY SEVA CENTRE-PONDICHERRY Travel Policies  

(This varies from project to project) 

This Travel policy contains the Travel, Lodging limits and Daily Allowance of the organization and other information an employee will need in the course of traveling on official visits to project sites, in the organization.  

Eligibility for official Travel: 

All field staff members are eligible to travel from Head office to Project sites on official visits or implantation purposes or coordination meetings. The following is eligible criteria:  

Family Planning & Awareness Organization (FPA) Humanitarian Foundation HR policy manual            

Travel advances shall be provided to employees travelling out of their base city on official purposes. Request for travel advances have to be approved by the respective department heads and then forwarded to the Project Manager, in turn will inform the Accountant for release of advance. Advance requests should be sent at least five days prior to the trip by employees. While requesting a travel advance, the earlier advance, if any, should have been repaid/accounted for.  

 

 

 

INTRODUCTION    

FPA – Family Planning & Awareness Organization is a non-profit, non-governmental, non-political organization aiming at saving peace, The FPA- Family Planning & Awareness Organization aim is to provide humanitarian aid, without any discrimination, which is adapted to the specific situation of the targeted population. Its work in full respect of the cultural identity and dignity of each individual with special focus on females  and children rights. FPA- Family Planning & Awareness Organization is currently specialized in food security actions, wash, protection, livelihood and support to the agricultural and livestock sectors.  Our actions in relief situations are the coverage of the vital needs by large-scale aid distributions and by providing emergency support to vulnerable populations. We also extend our action through projects that aims at stabilization of the economic sectors and rehabilitation of infrastructure. NGO due community needs and requirements as there was a huge administration gap amongst the vulnerable communities, governmental departments and international humanitarian agencies. So FPA-Family Organization for human right was formed due to the community necessities and requirements. Accordingly, FPA-Family Organization for human right collaborates, coordinates and cooperates closely and openly with the Local Authority Departments, humanitarian NGOs and UN Agencies. Simultaneously FPA-Family Organization for human right commenced its duty professionally and pay attention to the quality of the projects and proposed proposals rather than the quantities. Simultaneously, FPA-Family Organization for human right has the capacity and expertise to produce customized and targeted programs to meet identified gaps. FPA-Family Organization for human right is a humanitarian, non-governmental, non-political, and non-profiting. FPA-Family Organization for human right NGO was established in 2008 With Kurdistan Regional Government (KRG), Develop the targeted communities via highlighting diverse issues of awareness programmers regarding health, education, women social and political rights, violence against women, gender equity in rights and duties and capacity building programmers simultaneously FPA-Family Organization for human right aims to develop the socio-economic conditions and environment of targeting areas. FPA-Family Organization for human right intends to assist focused via finding means of having viable and sustainable communities for IDPs and returnees. Potentially, FPA-Family Organization for human right achieved the designed aims and objectives by implementing successfully projects in all districts and sub-districts of and FPA-Family Organization for human right activities in areas including rural women development, improving the environment With Kurdistan Regional Government (KRG), Develop the targeted communities via highlighting diverse issues of awareness programmers regarding health, education, women social and political rights, violence against women, gender equity in rights and duties and capacity building programmers simultaneously FPA-Family Organization for human right aims to develop the socio-economic conditions and environment of targeting areas. Furthermore, FPA contributed actively in the development of the rural community over all Iraqi Kurdistan and its rule has been highlighted in the last two years in monitoring all elections process for establishing the democratic federalism government, Governorates council and municipalities councils. As a result of FPA- Family Planning & Awareness activeness, on Feb 2010 FPA warded a (successfulness of election process of Iraqi Members of Parliament) Awarded Certificate of Appreciation By the province of Erbil in an assessment and evaluation campaign for local NGOs in Kurdistan.

TABLE OF CONTENTS      

INTRODUCTION

1. SECTION ONE: GENERAL OBLIGATION…………………………………………………………
2. SECTION TWO: APPOINTMENT…………………………………………………………………….
3. SECTION THREE: DUTIES AND OBLIGATION………………………………………………….
4. SECTION FOUR: WAGE POLICY……………………………………………………………………..
5. SECTION FIVE: ABSENCES AND LEAVES…………………………………………………………
6. SECTION SIX: WELFARE POLICY……………………………………………………………………..
7. SECTION SEVEN: DISCIPLINARY POLICY…………………………………………………………
8. SECTION EIGHT: SUSPENSION OF CONTRACT……………………………………………….
9. SECTION NINE: END OF CONTRACT………………………………………………………………
10. SECTION TEN: FINAL DISPOSITIONS……………………………………………………………

SECTION ONE: GENERAL OBLIGATION

Article  1.1

Purposes the staff regulations govern the conditions of employment, duties and rights of the local employees of FPA- Family Planning & Awareness Organization in Iraq and KRI & NES. This regulation and Code of conduct are an integral part of the employment Contract between FHR- Family for human rights and the employee; it should be Read, understood and approved by all the employees.

Article  1.2

Respect of the Charter and the Code of  ethics and Conduct FPA- Family Planning & Awareness Organization behavior is governed by the FPA- Family Planning & Awareness Organization Charter plus the Code of ethics and Conduct. All employees shall read and understand the contents of the Charter, and adhere to its precepts in the completion of their duties.      

Article  1.3

Political Neutrality Under no circumstances shall an employee conduct political meetings and solicit party affiliation on the premises of for any country during  the exercise of his or her official functions. Each employee shall also refrain from any open political affiliation or declaration during the course of his  or her employment, and shall refrain from wearing political shirts, caps, jackets or the display of other such publicity materials for any country.

Article: 1.4

Pledge of discretion the employee shall observe everywhere and at all times the greatest discretion concerning his/her activities, contract  details and salary as well as those of the team to which he/she belongs. This pledge is valid during the period of employment, as well as after the period of employment. Further, the Employee will endeavor  to abstain from any word or act that may damage the reputation of the organization.

Article: 1.5

SI Properties All property of FPA- Family Planning & Awareness Organization, documents, reports, or any other materials, shall be handed over to FPA- Family Planning & Awareness Organization on termination of services. FPA- Family Planning & Awareness Organization property shall not be used for private purposes.         

Article: 1.6

Uses of Equipment and premises employees have to keep in good condition any equipment entrusted to them for work purposes. Under no  circumstances is FPA- Family Planning & Awareness Organization equipment to be used for personal purpose or to any other use unrelated to FPA- Family Planning & Awareness Organization activities. The employee shall scrupulously respect all regulations regarding the use and maintenance of FPA- Family Planning & Awareness Organization equipment. Usage of telephone and Internet for personal purposes in FPA- Family Planning & Awareness Organization offices and premises are not allowed, unless explicitly authorized. The Employee shall not allow any unauthorized person, including family members to enter the offices, stores or workshops of the employer without authorization. Only authorized persons are allowed to use FPA- Family Planning & Awareness Organization vehicles. It is absolutely forbidden to carry a person who does not belong to FPA- Family Planning & Awareness Organization employee or to use FPA- Family Planning & Awareness Organization vehicles for private purpose (except with specific authorization).       

Article: 1.7 I

Identity Cards FPA- Family Planning & Awareness Organization Identity cards are issued to all FPA- Family Planning & Awareness Organization employees. The card becomes valid only after the signature of FPA- Family Planning & Awareness Organization support authorized representative (Country Director and Administrator Coordinator).ID cards are FPA- Family Planning & Awareness Organization property and must be returned when the working relationship ends. The identity card should not be used to incur obligations or favors.              

Article: 1.8

Outside Employment Each Employee offers his or her services on an exclusive basis and  shall not take up or enter into any contract of employment, whether paid or otherwise, with any other organization or person without the express authority of FPA- Family Planning & Awareness Organization and regardless of whether the Employee’s services under such contract will be rendered outside the Employee’s working hours or during any leave period as specified in the Employee’ contract of employment.

Article: 1.9

Financial Commitments the Employee shall not at any time commit FPA- Family Planning & Awareness Organization to any obligation, financial or otherwise, unless if she/he has been explicitly authorized by SI to do so.          

Article: 1.10

Duties The Employee shall devote himself/herself exclusively to his/her duties with FPA- Family Planning & Awareness Organization and shall observe these duties accurately and conscientiously.        

The Employee shall ensure that he/she is acquainted with these duties as part of his/her job description and also promptly and faithfully observe and comply         with all lawful orders, instructions and directions of FPA- Family Planning & Awareness Organization and observe all the rules and regulations in force.    

Article: 1.11

Giving evidence in legal proceedings if an Employee is called upon to give evidence in legal proceedings, as a party,  witness or expert witness on matters observed while in the exercise of his duties, he shall immediately inform the head  of mission. He continues to be bound by this obligation after termination of his employment with FPA- Family Planning & Awareness Organization.

Article: 1.12

Security  Rules the Employee shall respect all security rules in force on the mission.            

Article: 1.13

Weapons The Employee is not permitted to carry arms or ammunition during the exercise of his/her official duties. He also shall refrain from wearing  military shirts, caps, jackets or the display of other such publicity materials  whether politically concerned with Iraq or any other country during the exercise of his/her official duties. 

Article  1.14

Modification in the regulation Modifications to these Regulations may be introduced by FPA- Family Planning & Awareness Organization at any time and for any reason whatsoever. All the employees shall be informed about the changes by displaying them on the official notice boards of the FPA- Family Planning & Awareness Organization offices.

Article  1.15

Availability of the Regulation These Regulations are available to all employees for consultation in the Administration Department at every FPA- Family Planning & Awareness Organization office.       

Article  1.16

Laws FHR- Family for human rights and its employees commit themselves to respect Iraq and local in Iraq labor law & policies, if in practice.

Article  1.17

Principle of equality this staff regulation embraces the principle of equality, which provides the prohibition of any kind of discrimination relating to employment relations with respect to language, race, gender, political  opinion, philosophical thinking, religion and sect or similar reasons. Discrimination based on the sex of an employee is not allowed when remunerating employees working in the same or equivalent job. Also, discrimination in between the employee working  with the definite/indefinite term or part time/ full-time contract is prohibited.

SECTION TWO: APPOINTMENT

Article  2.1

Recruitment regulations each position requiring recruitment is advertised internally and/or externally. Employee in new posts is expected to stay in post for 6 menthes before applying for another internal post unless otherwise agreed with the relevant manager. Each candidate for a job position in   FPA- Family Planning & Awareness Organization must submit an application including:

*An up-to-date Curriculum Vitae and a cover letter          

*Copies of his educational certificates

* Copies of his previous work certificate

* Copy of Iraq national ID CARD, or Passport

* Copy of driving license if required by the position

Article  2.2

Employment contract Employment begins at the date and under the conditions  specified in the individual contract of employment. Employment contract must be in written, describing types, general and special working conditions, daily or weekly work period, basic salary, and salary additions if any, salary payment period, currency, terms of contract, and  the provisions that the parties should observe in case of termination. Responsibilities and position in the organization are described in  an individual job description that is an integral part of the employment contract. The job description is not exhaustive and the employee could be requested to perform other tasks as his/her line-manager may judge necessary to the performance of his/her duty. Those tasks will be conformed to the position of the employee within the function grid. The job description may be amended by the line-manager when necessary.  

Article  2.3

Types of contract Article 2.3.1 Fixed term contract employment begins at the date and    under the conditions specified  in the individual contract of employment. Fixed-term contracts are not automatically extendable or renewable. Amendments to any term of the individual employment contract should be made in writing and signed by both parties. Any changes (in position, salary, working place, and/or duration) will be subject to an amendment to the employment contract, signed by both parties. Absence  of a written document will result in the non-effectiveness of the changes.     

Article  2.4

File of the employee Before the signature of the contract and in addition to the application file, all new employees should provide to FPA- Family Planning & Awareness Organization administrator with: – Copy of national ID CARD or Iraq Passport. – His/her marriage certificate (or any official or religious document as evidence) – Copies of his Educational certificates any modification of the elements described in this article must be notified to FPA- Family Planning & Awareness Organization ministration within 7 days after the modification happened, and an updated (official) document must be submitted to FPA- Family Planning & Awareness Organization within 30 days. The above-required documents are confidential and intended only for internal administrative purposes. Official original documents must be presented but FPA- Family Planning & Awareness Organization will keep only copies.

Article  2.5 

Probation period the duration of the probation  period is mentioned in the employment contract, which may not exceed two months. The notification of the termination of the contract during the probation period by the Employee or  the employer should be done with a written letter and submitted at least 48h before the end of the probation period. In case   of termination of the contract during the probation period by the Employee or the employer, the employee will receive    his/her salary on a prorate basis v for the days worked and cash in lieu of  paid leaves not taken at the date of end  of contract. The probation period is applicable only for a first contract and will not be effective  in the case of a renew able contract unless for the following cases:

– The employee change of function during the execution of his contract (contract amendment); 

– The employee is reengaged on the same position following a first work contract and which length was too short to give the   manager a correct idea of the capacity of the employee on the position, but in any case total number of provisional period will not exceed 2 months;

– The employee is reengaged by FPA- Family Planning & Awareness Organization after  break between 2 contracts despite the position the employee will be reengaged.

Article 2.6

Working hours, the working hours are based on an average of 40 hours per week, from Sunday to Thursday with below timings; Winter: Summer: 8h00 AM to 5h00 PM including one lunch break. 9h00 AM to 18 h00 PM including one hr. lunch break. However, with the approval of both parties the normal working hours may be distributed unevenly over working days provided that the daily working hours do not exceed ten hours & 40 hours per week. The working hours may be adjusted due to security & any other context if agreed by the management Employees is allowed to take a rest for a minimum of twenty-four hours (weekly rest day) without interruption within a seven-day time period. Watchman and house staff will be subjected to specific working hours as described in their individual employment contract and job description.

Article  2.7 

Overtime work is work which exceeds forty hours a week, overtime will be mainly subjected to compensatory free time, but in any case, overtime work shall not be more than 22 hours  in a month. FPA- Family Planning & Awareness Organization shall compensate overtime with free. The decompensate for each overtime hour shall be one free hour for normal working day & two (2.0) hour for rest days (inclusive public holidays). Overtime compensate has to be approved in advance by the line manager & Admin Coordinator or HR officer. The employee shall use the   free time, to which he is entitled within six (06) months.                        

Article  2.8

Work on the public holidays at the beginning of each year Solidarities International will publish a yearly public holiday list  in accordance with the habits in the area. Both employee and employer’s consent shall be required for each public holiday worked. 

Article  2.9

Break hour according to the local custom and working requirements employees are entitled to have a break of

Total working Hours a day	Break Hours (by minutes)
9 hrs.	60

The break periods shown above should be given without interruption. The break hours indicated above are not included in the working hour.

SECTION THREE: DUTIES AND OBLIGATION

Article  3.1

Duties and Obligations of the employer FHR- Family for human rights commit to:

 – Pay salaries at the end of each month or maximum during the 6 following days of the concerned month.

 – Respect the International Staff Regulation

 – Where appropriate provide opportunities for learning and development

 – Ensure that all reward policy and practice will be fair and equitable regardless of people’s gender,         race, disability, sexual orientation or age.

 – Ensure that all reward policy and practice will, as a minimum, comply with legal requirements.

SECTION FOUR: WAGE POLICY

Article  4.1

Wage for their work, the employees will receive a salary according to FPA- Family Planning & Awareness Organization salary scale. The wage salary (Basic) of every employee will be mentioned on the employment contract. FPA- Family Planning & Awareness Organization will consider that a month is twenty-two (22) working days.  

Article  4.2

Payment of the salary this salary is paid at the end of each month in (US Dollars) by cash or shall be deposited into the employee bank account, if exist or            through transfer office.

For salary payments by cash or through a bank transfer or through transfer office FPA- Family Planning & Awareness Organization will deliver to the employee a pays lip showing the date of payment, the pay period, all supplements to basic wages. However, near the 15^th of each month, the employee can make a request to the administrator for a salary advance. The amount of the advance will not exceed 50% of his/ her net monthly salary. The employee can only have one advance per month. This can be issued after the 15^th of concerned month. The advance cannot excise 50 % of his monthly salary. This must be deducted from his salary within the same month.  

No loan can be  given by FPA- Family Planning & Awareness Organization

Article  4.3

Seniority bonus A 4% of seniority bonus will be granted calculated based on the basic salary for each complete year of service (form the entry date). The allowance is calculated on the last basic salary. The %age shall be established from the mission existing salary grid. The increase will take place at the anniversary month of the contract.                                          

Article  4.4:

Travel allowances (Per diem) If FPA- Family Planning & Awareness Organization requests its employees to spend a night outside of            his/her work location, FPA- Family Planning & Awareness Organization will take responsibility for the transportation and accommodation fees. Either FHR- family for human rights will give a per diem for lodging, meal and transport or will arrange those facilities on behalf of the staff. This will be at the discretion of FPA- Family Planning & Awareness Organization support managers. The amount of this per diem is a lump sum and is decided, according to the destination of the displacement, defined in the mission per diem policy which is validated by the administrative Coordinator. Per Diem will be given the day before the departure for all the displacement period. In case of a prolongation of the displacement, regularization will be done upon return. This allowance will also be paid to the employee: -During medical transfer if due to a work accident – In case of a transfer requested by FPA- Family Planning & Awareness Organization.

Article  4.5:

Transport allowance FPA- Family Planning & Awareness Organization staff is entitled to a transportation allowance, which shall cover the travel cost b/w employee residence & office.          

The amount of this transport allowance is a lump sum amount which is defined in the mission transportation policy validated by the Administrative Coordinator. This allowance will be  pro-rated for the days worked in the salary month; e.g.

In case if an employee is on leave from work. For /instance;      

 * Paid leave

 * UN paid leave

 * Casual leave

 * Sick leave

 * Compassionate leave

 * Maternity leave          

 Transportation allowance will be paid to employee with his/her monthly salary.

Article  4.6:

De-localization allowance Staffs are considered as delocalized when Solidarities International asks an employee to change his/her duty station to another district through an amendment of the contract, FPA- Family Planning & Awareness Organization will provide one month accommodation either in kind (hotel, SI office etc.) or in cash. In case of cash, the amount will be analyzed (based on sound reality at that time) & decided by the country administrator & shall be paid upon the movement of the employee. New staff recruited for a duty station different from his/her current living district can be eligible to the status of “delocalized                staff” and receive benefits, upon the approval of country Administrator. In case of approval these benefits are indicated in the Offer Letter & shall be paid at the time of contract signature.

SECTION FIVE: ABSENCES AND LEAVES

Article  5.1

Absences if the employee can’t go to work for any reason, he should inform his line manager the same day. The line manager will  inform the Administrator the same day as well. The employee should justify his/her absence on the day he returns to work by giving the Administrator the proper documents, in order to be paid for the day. More than ten (10) consecutive days of unjustified absence will lead to immediate dismissal for desertion of position. 

Article  5.2

Paid leaves employees are entitled to 2 days annual leave per month, but they can only take annual leave that has already been accrued. The employee shall request his annual leave at least 2 weeks before the desired date. The leave request form shall be filled and validated by the manager and the administrator. In case leaves are not validated in advance, it will be considered as unjustified and unpaid leaves. Managers have the right to refuse or request the employee to postpone his/her annual leave for operational reasons. Exceptionally, managers and/or FPA- Family Planning & Awareness Organization administration may decide to request Employees to take their annual leave at a certain period of the year. If traditional or public holiday happen during holiday taken, these will be excluded from the number of paid leave days counted. The leave schedule will be decided  by the employee with the agreement of his line manager according to the operational constraints. Annual leaves are calculated from January 1^st to December 31^st of the same year. All annual leaves must be taken before March 31^st of the following year. If not, they will be cancelled.               

Article  5.3

Compassionate Leaves In certain circumstances, the employee will be granted with compassionate leave

Events	Number of compassionate leaves
Wedding of the employee	5 days
Wedding of children	2 days
Death of husband or wife of the employee	5 days
Death of a child	5 days
Death of Mother/Father of the employee	5 days
Death of grandfather	2 days
Death of Mother/Father-in-law	2 days
Death of Sister/Brother	5 days
Birth/Adoption leaves	6 days

 

Compassionate leaves have to be taken at the moment of the circumstance and be authorized by the Administrator otherwise they will be cancelled if not taken on the occasion. Employee will have to bring a just fricative of the event, if there is no justification absence will be considered as unjustified including corresponding salary deduction and eventual appropriate disciplinary measures as specified in article 5.1.        

Article  5.4

Sick leave the employee, who can’t go to work because  of illness or accident, should inform his line manager the same day before start HR of the working day, and has to bring a medical certificate to the Administrator the day of his return to work. Only the first day of sick leave is paid day. Any sick leave taken consecutively for 3 or more days in a month shall be supported by a medical certificate otherwise it will be considered as non-paid holidays. The medical certificate should mention the date of the consultation and the number of rest days needed by the Employee. Failure to produce such a certificate within three (3) days after the start of the absence shall result in the staff being considered as absent without justification, including corresponding salary deduction and eventual appropriate disciplinary measures, as specified in article 5.1.  

SECTION SIX: WELFARE POLICY

Article  6

Medical allowance medical allowance is designed to encourage staff to pay for the extra cost not covered by health facilities/ insurance companies, to care for their health and for their immediate family members. FPA- Family Planning & Awareness Organization will contribute $30USD per month through staff monthly salary regardless staff providing medical certificates & bills.          

SECTION SEVEN: DISCIPLINARY POLICY        

Any behavior in contradiction with the law, the employment contract, the job description, the Charter, the current the  code of ethics, security rules or any behavior that an employee should have within an FPA-Family Planning & Awareness Organization org mission could lead to a disciplinary action. The type of sanction will depend on the qualification  of the misconduct. The qualification of the misconduct must be based on facts, context and the HR individual folder of the employee. FPA- Family Planning & Awareness Organization may sanction an employee within two calendar months from SI has knowledge of the misconduct.

Article  7.1:

 Qualification of the Misconduct might be qualified as:

 – Simple misconduct                     

– Serious misconduct                     

– Gross misconduct the type of misconduct (simple, serious & gross) should match with the seriousness of the alleged facts.    

Article  7.2:

Disciplinary sanctions the sanction should be proportional to the misconduct, that is to say, the seriousness of the misconduct (simple, serious, gross) should match with the seriousness of the alleged facts. As  per the labor law, FPA- Family Planning & Awareness Organization might, according to the seriousness of the misconduct, sanction as follow:

– Written warning

– Disciplinary layoff

– Dismissal for simple misconduct                            

– Dismissal for serious misconduct

– Dismissal for gross misconduct

Misconduct can be sanctioned only once.            

Article  7.3:

Disciplinary Process In case of breach of contractual commitments made by an employee or violation of internal staff regulations of FPA- Family Planning & Awareness Organization, an internal disciplinary proceeding is initiated against the employee responsible or the co-responsible employees. To sanction an employee, the employer must follow a process with two phases: The preliminary interview and the notification of the sanction, each phase is time-bounded. Before the notification of the sanction, a preliminary interview should be organized, except if the proposed sanction is a written warning. It is possible to notify to an employee a written warning without having previously an interview (the warning is a minor sanction, having no immediate impact on the employee within the mission). The convocation letter for a preliminary interview is delivered personally to the employee against receipt, and shall include the following information: the object, date, hours, place of the interview and the possibility for the employee to be assisted by another salaried person (under  contract). Five (5) working days between the convocation letter and the preliminary interview should be respected. Once the interview is done, the employer must notify the employee the sanction and the reason for. A minimum of two (2) working days between the interview and the sanction notification to the employee should be respected as well as a maximum of 1 month after the day of the interview. The notification of the sanction should be delivered personally to the employee against receipt. The documents relative to the disciplinary process will be archived within the individual HR folder of the employee. However, if the employee is not sanctioned, the decision to drop the proceedings will automatically entail the destruction of all referent documents.                 

Article  7.4:

Suspension for investigation with pay it is a temporary measure to enable FPA- Family Planning & Awareness Organization to set temporary the employee aside the time needed to shed light on the event. Therefore, the suspension for investigation with pay is not a disciplinary sanction. This temporary suspension should not be mistaken with the disciplinary layoff. This may not exceed fifteen (15) days.  During the suspension for investigation, the employee is excused from forming his/her job. The suspension for investigation with pay will be paid layoff.           

Article  7.5:

 Reminder before disciplinary action in the case the explanations provided by the employee would not result in disciplinary action, the employee might receive a reminder before disciplinary action by his/her line manager. It is  a verbal reminder to the employee by the line manager and/or head of department to stop his/her misconduct. This action is not a disciplinary measure but a management act. It should not appear in the individual HR folder    of the employee. Therefore, all documents referring to  that will be destroyed.   

Article  7.6:

Written warning the written warning is an important disciplinary sanction.  The misconduct or misbehavior is not serious enough to lead immediately to a termination of contract’s employment. It is a simple misconduct. The following behaviors could lead to  a written warning (this list hereunder is not exhaustive but introduces examples of such misconducts): – Punctual lateness without negative impact for FPA- Family Planning & Awareness Organization.

– Unjustified & repeated absences

– Failure to follow instruction or order from the line manager or rules of FPA- Family Planning & Awareness Organization.

– Drowsy during working hours.

– Improper use or lack of care materials without serious financial consequences for FPA- Family Planning & Awareness Organization.

– Inefficiency and/or unsatisfactory job performance.

– Excessive use of communication means FPA- Family Planning & Awareness Organization for private gain at work.               

The written warning is kept during three (3) years in the individual HR folder of the employee. If no other sanction is taken against the employee during that period, the warning will be destroyed.     

Article  7.7:

 Disciplinary layoff when a written warning is not enough in view of the seriousness of the misconduct, might sanction the employee by a disciplinary layoff. It is a sanction taken by the employer based on a simple misconduct that doesn’t jeopardize the retaining of the employee in her/his position. The employee is set aside from  work during several days and will then resume her / his duties normally. It is a suspension of the employment contract imposed by the employer. During the lay off period, the  employee ceases to work and therefore, s/he is not paid accordingly.  The duration of a disciplinary layoff will be from one (1) to five (5) working days maximum. The layoff period should not be confused with the Suspension for investigation with pay (the last one is not a disciplinary sanction). The disciplinary layoff will be kept during  three (3) years in the individual HR folder of the employee. If no other  sanction is taken against the employee during that period, the warning will be cancelled.

Article  7.8:

Disciplinary dismissal for simple misconduct this misconduct doesn’t meet the definitions of gross misconduct and serious misconduct set out below. However, the allegations must be sufficiently real and serious to warrant dismissal. The dismissed employee:

 – Will perform her/his notice period or, if the employer decides to exempt the employee from the notice period, will receive a compensatory allowance,

 – will receive the cash in lieu leaves if any the following behaviors could   lead to a disciplinary dismissal for simple misconduct  (this list hereunder is not exhaustive but introduces examples of such misconducts):         

 – Disobedience or unintentional  neglect of instructions or rules  of FPA- Family Planning & Awareness Organization.    

– Non-compliance with the tasks  defined in the job description.

 Falling asleep at work (especially for watchmen)

– Involuntary deterioration of property and equipment causing serious financial consequences for FPA- Family Planning & Awareness Organization.                      

– Breach of safety rules and guidelines established by FPA- Family Planning & Awareness Organization.                   

– Involuntary behavior that might harm his own safety, the safety of co

-workers or that of third parties.                              

– Involuntary nuisance to the reputation or image of FPA- Family Planning & Awareness Organization.                      

– Personal use or bad use of the equipment and equipment (including authorizing the transportation of unauthorized persons in the FPA- Family Planning & Awareness Organization vehicles).                

Article  7.9:

Disciplinary dismissal for gross misconduct is considered as a serious misconduct when it makes impossible to maintain the employee within the  teams during the execution of the notice period.  The misconduct must be directly attributable to  the employee. It causes the immediate departure of the employee. This departure is justified by the risk of harm to FPA- Family Planning & Awareness Organization. 

The dismissed employee:

-Will not perform any notice period and will not receive any compensatory allowance,                    

– But will receive the cash in lieu leaves  if any

The following behaviors could lead to a disciplinary dismissal for gross misconduct (this   list hereunder is not exhaustive but  introduces examples of such misconducts):

– Absence, after refusal from the employer any absence.

– Refusal to work without any legitimate reason;

– Embezzlement, theft, breach of trust, receipt of commission from suppliers or partners acknowledged by the employee.

– Any willful conduct or gross negligence on the part of the Employee which may result into property damage or financial loss to the  Employer,

– Using  property (including but not limited to vehicles, office equipment, and telephone) for personal use without prior permission with the consequence of potentially putting reputation at stake

– Gross  insubordination, violence or threats.      

Article  7.10:

Disciplinary dismissal for serious misconduct serious misconduct is misconduct in contradiction with the ethical   and moral values of FPA- Family Planning & Awareness Organization, consciously or with intent to harm FPA- Family Organization human rights. Proven serious misconduct results in immediate dismissal without compensation or notice.               

The dismissed employee:

– Will not perform any notice period and will not receive any compensatory allowance,

– But will receive the cash in lieu  l eaves if any.    

The following behaviors could lead to a disciplinary dismissal for serious misconduct (this list hereunder is not exhaustive but         introduces examples of such misconducts):

 – Continued unsatisfactory performance in spite of supportive tools and mechanisms agreed upon between an employee and line manager during performance evaluations.

– Willful or negligent breaking or damaging of equipment

– Embezzlement, theft, breach of trust, receipt of commission from suppliers or partners

– Violation of security rules

– Use of or possession of illegal drugs during working hours

– Theft, fraud or dishonesty

– Abuse of authority, force or pressure used to obtain favors or privileges

– Discrimination or harassment based on race, color, tribe, nationality, creed, sex or age, threats, or abusive language against the employer or other employees.

– Unauthorized disclosure, by the Employee to third parties, of information, internal documents or data concerning the Employer’s affairs and general breach of confidentiality.

– Subjecting any other employee to sexual harassment.                                 

 

SECTION EIGHT: SUSPENSION OF CONTRACT

Article  8.1:

Temporary suspension employment contract could be suspended for exceptional reasons such as:

* Temporary stoppage of work in case of force majeure (for security reasons, economic problems, etc.)

* Unforeseen disasters  

 

Article  8.2:

 Pay during suspension in case of suspension, the employer will pay salaries as follows:

* 100%  wage for the first months   after 4 months, the contract could be terminated and final settlement will be made accordingly.

 

SECTION NINE: END OF CONTRACT    

Except in the case of the breach of the probation period mentioned in the article 4, the work contract can take end in the following cases and conditions.           

Article  9.1

Normal expiration of a fixed term contract a fixed term  contract ceases at the end of the period specified in the contract  of employment.

A fixed term contract may be extended or renewed with  the agreement of both the employer and the  employee. An extension or renewal will be confirmed in  writing  by the parties. In the absence of a written agreement, the employment will be stopped, considered as ended and not automatically renewable. However, a fixed term   contract may be stopped before the end of the specified period in the event of dismissal, extreme operational difficulties, force  majeure or mutual  agreement.         

Article  9.2

Anticipated breach of contract by the employer the unilateral termination of the fixed term contract by the employer (without any disciplinary procedure intended)    before the end  of the agreed duration requires the minimum  notice period as follows:              

Length of service	Notice period
0–3 years	1 month
More than 3 years	2 months’

 

The party that does not observe the condition of notification is obliged to pay an indemnity equal to the wage pertaining to      the notification period. 

FPA- Family Planning & Awareness Organization may terminate the contract by paying the  wage pertaining to the notification period in advance. During the period of notification FPA- Family Planning & Awareness Organization will allow the employee for a sufficient time to look for a new job during working  hours without making any reduction form his/her salary. The duration of his/her absence for this purpose shall not exceed two hours a day.                 

Article  9.3

Anticipated breach of a contract by the employee (resignation) the unilateral termination of the fixed term contract by the employee before the end of the agreed duration shall respect a notice period mentioned on.

Article  9.2         

FHR- Family for human rights will pay:

 -The worked days of the month

– The annual leaves not taken 

– It won’t result in the payment of any additional compensation by the employer.              

Article  9.3

Suspending operations in case of force majeure In case FPA- Family Planning & Awareness Organization closes down its mission, for security reasons, economics problems, or because of an expulsion decided by the authorities, the employment contracts will be immediately terminated and each employee will receive 1 (one) month salary in lieu of notice, as well as payment for remaining recreational leaves.      

SECTION TEN: FINAL DISPOSITIONS   

This internal staff regulation has  been written in English and will be translated into Arabic. If for any reason there is a conflict of interest between the English version and the Arabic version, FPA- Family Planning & Awareness Organization will consider the English one as the valid one. In case of conflict between and the employee, both parties agree to resolve any difference, which may arise through negotiation in a spirit of mutual good will. If the  conciliation is not possible, the conflict will be brought before the competent Court of Justice of the place of execution of the working contract.          

This policy combines the fundamental elements of Family Planning & Awareness Organization (FPA) code for Professional Conduct and Support of Human Rights and the related providers to combat harassment, intimidation and mockery. This policy aims to reinforce the basic messages and expectations connected with ensuring a safe work environment for all our staff, with a special focus on issues of sexual harassment in light of the growing debate about the occurrence and not reporting of this harassment in the non-governmental work sector and others.

Section One

1.1 Policy Statement                                               

Family Planning & Awareness Organization (FPA) is committed to ensure a safe work environment for everyone who works for it and for all those who communicate with the organization staff and representatives, including children and the local community’s members with whom it works. It is also committed to creating an environment free of discrimination and disrespect and any other form of inappropriate behavior. We also we expect from everyone who works for the Family Planning & Awareness Organization (FPA) in any post or job. We as individuals are responsible for our behavior at all times in order to ensure that We commit to the standards of behavior stated in this policy document of the Code for Professional Conduct and the related policies / procedures, as well as that we are obligated to report concerns or arising anxiety about the behaviors of the Manpower belonging to The Family Planning & Awareness Organization (FPA) that may constitute a violation of this policy.

*Attitude towards Sexual Harassment

The Family Planning & Awareness Organization (FPA) takes zero position tolerance for any sexual harassment and any behavior that is discriminatory or disrespectful to others. All cases that are reported to us will be dealt promptly and effectively in accordance with the principles that provide for the privacy and confidentiality of those who report. Violations of this policy will also be investigated in accordance with the relevant procedures, besides taking disciplinary penalties/ which include even dismissal from work. This policy forms a central element framework for the Family Planning & Awareness Organization (FPA) aiming to develop a safe culture for all in which everyone is treated with respect and dignity. As a part from a wider framework of working, we will develop our practices about raising awareness of this policy and related policies / procedures through training, definition and management performance. We will also develop guidelines on how to deal with concerns / allegations through local procedures and mechanisms such as hotlines / helplines, and how to provide optimal support for employees who may have been subjected to sexual harassment or any other forms of distinguished treatment. In addition, we will officially monitor and report violations of this policy.

Section Two

1.2 Scope of Coverage

This policy applies to everyone working for the Family Planning & Awareness Organization (FHR) or representing it in any employment or post, including the board of trustees (the administrative board), basic and daily employees, advisors, volunteers, trainees, contractors or service providers. We expect all our staff and representatives to try their best for compliance With the highest standards of integrity, honesty and responsibility, and to act in line with the Code of Professional Conduct and the Anti-Harassment Policy of our organization, leaders and managers in particular have a responsibility to take a critical and important role in terms of adherence to this policy, which is the role of modelling and example be followed in providing good practices and leading the culture of Preserving dignity and respect, and ensuring that any violations or potential violations of this policy are dealt with quickly and effectively and in accordance with the relevant procedures of  the Family Planning & Awareness Organization (FPA)

Section Three

2.2 Definitions

“Sexual Harassment”

Sexual harassment is considered a behavior of a sexual nature and it is an unwanted behavior that aims or leads to violating the dignity of a certain person and creates a terrifying and violent environment that demeans the person’s ability, insults and humiliates of a person who is attacked. Such behavior may occur one time or through several times. Sexual harassment may be in the form of unwanted physical, verbal or non-verbal behaviors, and it may include (without limitation to the stated points only) the following:

1. Unwanted physical contact, ranging from touching, sexual assault or rape.
2. Verbal forms of sexual harassment, including unwelcome insinuations, suggestions and inspirations, introductions of sexual nature, comments containing sexual insinuations, sex-related jokes, insults or unwelcome comments about a person’s body either at his presence or by insulting him, and undesired or inappropriate questions that relates to a person’s sexual life or sexual tends and preferences, whether directed to an individual or a group of people.
3. Including nonverbal forms of sexual harassment, unwelcome gestures, whistling, indecent showing, and inappropriate gestures of sexually explicit images or objects.
4. Unwelcome messages of a sexual nature that are sent via e-mail, phone texts, Skype, voice messages, or other electronic means, whether they use technology or devices belonging to the Family Planning & Awareness Organization (FPA).

or they use technology or personal devices such as phones and tools.

* Sexual harassment related to employment / recruitment opportunities, promotion, training and development opportunities, offers of salary increases or benefits for employees in exchange for sexual services.

* Distinguished Characteristic “inappropriate” behaviors:

Other forms of harassment may be related to social /gender, marital status, or race, including color, nationality, ethnic origin, place of origin, religion, beliefs, age, or disability. These forms may include:

Terrifying /Intimidation: A person to make unreasonable and excessive use of the post or authority he enjoys in order to ask another individual to perform certain actions or tasks that are known to the person subjected to abuse as inappropriate or illegal or directly inconsistent with the policy of the Family Planning & Awareness Organization (FPA). or Its procedures or mockery /domination.

Bullying: Abusive, violating, insulting, offensive and corrupt behavior that makes the person exposed to feel upset, threatened, insulted, humiliated and weakening.

1.3 Principles and Standards

*Principles

The Family Planning & Awareness Organization (FPA). will not accept from employed manpower any form of sexual harassment or other distinct and inappropriate behavior.

Employees are prohibited from harassing others, whether inside or outside the premises of The Family Planning & Awareness Organization (FPA Organization HR), or during or outside working hours.

*Standards

In addition to the standards of behavior included in the above stated definitions, the provisions of the Code of Professional Conduct for The Family Planning & Awareness Organization (FPA) apply to all employees and representatives of the institution at all times.

 

The Behaviors Related to Sexual Harassment Are:

  *Not to participate in any form of abuse, including sexual attach.

  *Not to engage in any sexual relationship with anyone under the age of 22.

  *Not paying money or giving employment opportunities, goods or services in exchange for sexual services.

 

Behaviors Related to Other Forms of distinguished and Disrespectful Behavior Are:

  * Disrespect the basic rights of all human beings, regardless of gender, disability, ethnicity, religion, sect, social class, language, having a specific disease or other than these factors that have an impact on determining the characteristic of people.

 *Dealing with justice, fairness, honesty and courtesy, and dealing with people with dignity and respect.

 *Not to participate in any form of discrimination, harassment, abuse, physical or verbal insult, intimidation, exploitation, or any other method of violating the rights of others.

  *Try and carry out efforts in order to respect the highest level of the working standards of the Family Planning & Awareness Organization (FPA), conduct and not abuse the post or authority enjoyed by representatives of The Family Organization for Human Rights

  * Not behaving in a way that could harm the organization’s reputation.

 

Section Four

1.4 Notification/Reporting

An employee who experiences sexual harassment will be entitled to file a complaint / grievance, and that his/her complaint or grievance be dealt with seriously and promptly and with respect for privacy. In cases of other types of discrimination or disrespectful behaviors, local / national provisions for procedures for handling complaints and grievances apply in all cases. The reported Staff will be protected to the maximum possible extent from harm, revenge and false accusations that may arise as a result of reporting sexual harassment or other forms of distinct and disrespectful behavior. In cases of harassment, abuse or sexual attach, because of the highly sensitive and privacy of such abuse forms, several options will be offered to the related staff to report his concerns in compatible manner with his convictions about the most appropriate ways to deal with his grievances. These options are:  

* The Informal Route

In the event of exposure to sexual harassment in which the victim person may see it as one-time case or a relatively strong example of misbehavior, the attached employee may choose to explain to the person involved in the unwanted behavior that this behavior is unwelcome and that it insults him or makes him uncomfortable or it affects his work, and if this behavior is repeated, it will result in turning the case into a case of harassment.

 *The official Route In more serious cases, the employee with the complaint has several options:

*Reporting of his concerns through disclosure (confidentiality) policy about Violations.

*Report his concerns early to the highest administrative level at the site, for instance, at the level of the general manager (or the highest representative of human resources on the site, for example, the director of human resources in the organization).

*Report his concerns directly to the responsible staff manager in the central office of the Family Planning Organization (FPA)

 

Complaint Submission Mechanism

If a certain employee verbally communicates his concerns, he must follow up with that by submitting a written complaint according to the relevant reporting procedures followed locally.

In the case that an investigation is opened, the Family Planning & Awareness Organization (FPA), conducts the investigation as quickly as possible and in compliance with the standards stipulated in the local reporting procedures.

Any attempts to terrify, harm, or retaliate against the complainants, witnesses, or any parties involved in the investigation may result in separate disciplinary penalties.

Managers and supervisors should deal promptly and fairly with any allegations of sexual harassment that they know about, whether or not they were written by a formal complaint.

They should take seriously all complaints and concerns about allegations or possibilities of harassment or discrimination, no matter how small they seem, and regardless of the parties involved.

Ensure that harassment or inappropriate sexual practices are reported promptly to Human Resource officials so that a prompt investigation is carried out.

Take appropriate actions to prevent retaliation or forbidden practices from occurring during or after the investigation or filing of complaints.

Managers or supervisors who knowingly and intentionally allow or consent to sexual harassment or retaliation will be judged, and those who do not promptly report these practices to Haman Resource will be judged to have violated this policy.

Employees who violate this policy will be subject to appropriate disciplinary penalties, including dismissal. Any possible criminal behavior may be reported to the relevant authorities