Sei sulla pagina 1di 37

Table of Contents

Sl. No. 01 02 03 04 05 06 Letter of Submission

Particulars

Page number 02 03-05 06 07 07 07

Profile ofthe Organization Strategy of BUSINESS Sister Concern Strength of the Azim Group Azim Groups Vision Statement articulates a common goal that inspires us daily

07 08 09 10 11 12 13 14 15 16 17 18 19 20 21

Corporate Social Responsibility (CSR) OF THE Group Human Resources Policy, Procedure & Program How do we achieve these objectives? Job Descriptions Attendance & Workweek Leave Entitlements Types Of Leave General Rule Recruitment & Selection Recruitment Process Higher Management Recruitment Recruitment Of Non-Management Personnel Ground Rule Designations and Delegations of Authority Probation, Confirmation, Evaluation, Increment, Promotion, Transfer

08 09 10-12 12-13 13-14 14 14-17 17-18 18 19-20 20 20 20-21 21-25 25-27

22 23 24

Overtime, Compensation Recruitment Approval Joining Report / Letter OF Joining

27 31-32 33-38

1. Profile of the Organization Corporate Background of Azim Group


Azim Group is an emerging conglomerate in Bangladesh which has been playing a leading role in business sector like investments in several industries, namely cement, steel, textiles, fertilizers, paper, yarn, and apparel, aviation and power generation. With a zealous mission to make significant contribution towards economic growth, the group began its journey in the year 1947. Its transformation from one single portfolio to diversified portfolios was made possible due to Groups lofty ideals of fair play. The company takes pride in its fine batch of qualified and skilled professional drawn from diverse industry background.

Vision:
The Azim Groups vision is to be the leading conglomerate providing world-class products and services, with a diverse portfolio that includes investments in several industries, namely cement, steel, textiles, fertilizers, paper, yarn, and apparel, aviation and power generation. We envision our company as a leading holding firm offering products essential to a better and more sustainable life for people everywhere.
We constantly strive to implement the essential initiatives necessary to achieve our vision, achieve operational excellence in all aspects and levels of our businesses, and meet or exceed our customers expectation.

Mission
Mission of the Azim Group is to improve the quality of mass peoples life by active contribution in the thrust business sectors of Bangladesh through responsible application of knowledge, skill and technology. Azim Group is committed to create a large pool of satisfied customers by providing the highest level of service value, trust and goodwill.

Introduction
Azim Group is not just a regular business venture - it is a promoter of good living. Its aim is not just to be a corporate powerhouse, but also a harbinger of better living standards. How so? By providing and satisfying the 5 (five) basic needs of human beings: food, clothing, habitat, education, health and entertainment. Azim Group believes that these are some of the basic human rights and these should be realized by all within the society, irrespective of race or creed. We believe that the provision of these necessities goes hand in hand with socio - economic progress and the deliverance of better living is a tantamount to market efficiency and optimization of peoples realization. We are also working to make our projects as eco -friendly as possible and working to promote the sustainable development and growth. Our ventures go far and wide, ranging from the agricultural sector to the service sector, but one philosophy we always adhere to is: whether
2

we do it in the interest of agriculture, or the interest of entertainment, whether we act in the interest of healthcare, or in the interest of higher education, whether it is in the interest of efficiency, or in the interest of the nations economic growth and expansion.

Believing in a realistic way, the Azim Group has finalized a strategic planning of it which indicates its way of to reaching its target of basic needs for all by 2030 for its clients and for the countrymen and we are calling this Azim Group Vision 2030. We are optimistic to achieve our Vision 2030 in assistance with our valued clients, stakeholders, partners and a large pool of talented and experienced officials.

About Us
The Azim Group is a flourishing corporate house having specialization in different business sectors in Bangladesh and abroad. We are now working with a full enthusiasm in the areas like: investments in several industries, namely cement, steel, textiles, fertilizers, paper, yarn, and apparel, aviation and power generation and so on. With a vigorous workability and sturdy ambition to put a significant contribution towards the economic growth of the country, the group has begun its journey in the year of 1947. Its transformation from one single portfolio to diversified portfolios has become possible due to the Groups optimistic ideal of fair play Purpose & Core values At the Azim Group we are committed to improving the quality of life of the communities we serve. We do this by striving for leadership and global competitiveness in the business sectors in which we operate. Our practice of returning to society what we earn evokes trust among consumers, employees, shareholders and the community. We are committed to protecting this heritage of leadership with trust through the manner in which we conduct our business

Core: values
The Azim Group has always been values-driven. These values continue to direct the growth and business of the Group. The five core our values underpinning the way we do business are: Integrity: Be real
o

It must conduct our business fairly, with honesty and transparency. Everything we do must stand the test of public scrutiny.

Understanding: Be caring
o

It must be caring, show respect, compassion and humanity for our colleagues and customers around the world, and always work for the benefit of the communities we serve.
3

Excellence: Quality first


o

It must constantly strive to achieve the highest possible standards in our day-today work and in the quality of the goods and services we provide.

Unity: Be together
o

It must work cohesively with our colleagues across the group and with our customers and partners around the world, building strong relationships based on tolerance, understanding and mutual cooperation.

Responsibility: Take the responsibility


o

It must continue to be responsible, sensitive to the countries, communities and environments in which we work, always ensuring that what comes from the people goes back to the people many times over.

Collaboration: Leverage collective genius


o

It must work cohesively with our colleagues across the group and with our customers and partners around the world, building strong relationships based on tolerance, understanding and mutual cooperation

Commitment: Committed by heart and soul

It also committed to continuously improving the way we manage our environmental impacts and are working towards our longer-term goal of developing a sustainable business. Limitations: Go beyond limitations It believes in human limitation that we usually cover thru continuous innovation and applying the proper method with right technology.

2. Strategy of business:
It believes in making a difference. Azim Group stands for value, money, trust, quality, innovation, and a sense of competitive challenge. We deliver a quality service by empowering our employees and we facilitate and monitor customer feedback to continually improve the customer's experience through innovation. When we start a new venture, we base it on hard research and analysis. Typically, we review the industry and put ourselves in the customer's shoes to see what could make it better. We ask fundamental questions: is this an opportunity for restructuring a market and creating competitive advantage? What are the competitors doing? Is the customer confused or badly served? Is this an opportunity for building the Azim Group brand? Can we add value? Will it interact with our other businesses? Is there an appropriate
4

trade-off between risk and reward? We are also able to draw on talented people from throughout the Group. New ventures are often steered by people seconded from other parts of Azim Group, who bring with them the trademark management style, skills and experience. We frequently create partnerships with others to combine industry specific skills, knowledge, and operational expertise. Contrary to what some people may think, our constantly expanding and eclectic empire is neither random nor reckless. Each successive venture demonstrates our devotion to picking the right market and the right opportunity. Once a Azim Group company is up and running, several factors contribute to making it a success. The power of the Azim Group named as; Mahbubali's personal reputation; our unrivalled network of friends, contacts and partners; the Azim Group management style; the way talent is empowered to flourish within the group. To some traditionalists, these may not seem hard headed enough. To them, the fact that Azim Group has minimal management layers, no bureaucracy, a tiny board and no massive global HQ is an anathema. But it works for us. The proof of our success is real and tangible.

3. Sister Concerns

Azim Group Textile Ltd. Azim Group Design and Development Ltd. Azim Group Spinning Ltd. Azim Group Fabrics Ltd. Azim Group (woven) Ltd

4. Strength of the Azim Group:


Companies like Azim Group are a force in the world. We expanded the business dynamically. To meet up the five basic needs we already have a number of companies in various sectors. Our market capitalization is greater than many more companies of our country. We just not think local, we think global. With this stature comes both responsibility and opportunity. Our responsibility is to be an ethical corporate citizen but our opportunity is something far greater, and is embodied in our Vision.

5. Azim Groups Vision Statement articulates a common goal that inspires us daily:
Our Vision works to unify us in a common cause and growth strategy. It is powerful because it promotes a simple idea to meet up the basic fundamental needs of life. Azim Group grows by touching and improving more consumers lives more completely. While this statement defines our commercial opportunity, our culture reflects the broader opportunity of improving lives through and beyond our branded products and services. And now the Azim Group is working with a number of cities in Dhaka, near Dhaka and other districts in Bangladesh. For Non Resident Bangladeshis, we are building NRB city. Our Construction and Engineering is working for a number of apartments in and outside Dhaka, what are going to be completed very soon. The Azim Group is planning and working to build eco-friendly green cities in those projects too. Under this area of business of the group, we have a number of companies.

6. Corporate Social Responsibility (CSR) of the Group


Azim Group manages all its business processes to produce an overall positive impact on society and improve the quality of life of our workforce, their families, and of the local community and society. We strive to operate our business in a way that meets or exceeds the legal, ethical, commercial, and public expectations that society has of our business. Azim Group voluntarily contributes to a cleaner environment and a better society. We integrate environmental and social concerns in our business operations. We will continue to develop policies that incorporate responsible practices into our daily business operations to ensure that our company will have a positive impact on our consumers, employees, communities, and the environment. Azim Groups initiatives include:

We have set up several educational institutions to educate deprived people. We have set up a charity fund to assist people during natural disasters. We have set up a 500-bed hospital, which provides free medical care to the poor. We provide our employees with a healthy and empowering working environment. We carry out our business while following the highest ethical standards. We promote diversity our employees are from diverse backgrounds and we collaborate with diverse suppliers. We protect our environment through efficient use of natural resources and we use recycled raw materials in our industrial production processes. We provide free kidney dialysis for poor patients. We are equipped with ETP for saving the environment.

Production
Manufacturing and packaging operations are carried out according to the validated methods through systematically qualified machines with full documentation at all stages of operations. The production sites follow the GMP guidelines for environmental requirements of the manufacturing and packaging area.

Quality
Quality Assurance Procedures ensure the quality of the products are maintained by strict compliance with international pharmacopoeias (BP, USP and EP) specifications on raw materials, packaging materials and finished products. Quality Control Laboratory is equipped analytical and microbiological quality control instruments. Moreover there are a group of quality people to accomplish the task of quality control, quality compliance and quality assurance.

R&D
Research is a continuous process for improvement. New product launching and new dosage form introduction are dependent on the R&D activities. Skilled person and application of knowledge & experience are the dynamics of R&D activities. So we have built up a R&D team with brilliant and experienced professionals who will contribute to the company and the society.

7. HUMAN RESOURCES Policy, Procedure & Program POLICY STATEMENT


The Human Resources is responsible for the uniform policies and procedures that revolve round the implementation of the Groups Mission and Vision.

OBJECTIVES
The purpose of the HR and Admin function is that of service to the operational departments offering guidance, assistance and support from the management perspective in such areas as Employment, Administration, Industrial Relations, Training and Development, Succession Planning, Employee Relations & Welfare, etc. as required for sustained growth of the company. Specific policy guidelines will be provided or followed for each section. The primary objective is to assist the individual departments achieve the optimum results from the Human Resources in the most productive & cost effective fashion. The overall objective is a drive towards a holistic SUCCESS.

8. How do we achieve these objectives?


Setting out overall employment practices and general guidelines of our Human Resources
7

function is a pre-requisite prior to establishing exactly what the Human Resources Department will do to assist you to realize your objectives through its policies and procedures. General functions: Under most circumstances it involves functions such as planning, organizing, staffing, training, motivating and controlling the staff employed to maintain and perform those tasks. Assists and advises senior management, middle management and supervisors in the performance of these tasks and functions. This is a major activity of the Human Resources Department. Sourcing, hiring and training employees: Human Resources department actively searches for staff eligible for employment within the approved guidelines. The existing employment markets do not necessarily possess all the skills and attributes needed, therefore, HR assists individual department staffs with training and development to meet the present and future challenges as the Group moves forward and develops rapidly. Pay, Performance and Counseling: Pay scales must accommodate the market rates. The company also has legal compliances and moral obligations in the maintenance of its employees. The pay rates are designed in proportion to the positions performances and contributions to the overall growth of the company. Employee performances will be continually evaluated to ascertain promotion, transfer and training needs including increases in compensation. Counseling, discipline and employee relations are other activities in which HR is actively involved. Individual Departments HR responsibilities: It is appropriate to mention that the majority segment of the above activities fall within the purview of the HR umbrella, however, responsibility for people management greatly lies with every Department Heads, managers & supervisors. All supervisory personnel must be fully aware and be capable of making HR concepts an integral part of their goals and objectives if they are to succeed. Equal Employment Opportunity: The HR policy with regard to employment is one of no discrimination by means of sex, race, and religion or social/ethnic background. The company will strictly adhere to the universal declaration of Human Rights. HR seeks to ensure that intimidation, coerce, forceful labour, malice to none are evenly avoided at all levels. Unjustified actions and illegal gratifications are subject to disciplinary actions.
8

Legal Compliance: HR will abide by all applicable laws, government regulations and statutes so that compliances are adhered to. Employee Requisition: An Employee requisition will be required for hiring employee(s). It is imperative that prior to completing a staff requisition, the Department Head responsible should clearly examine the alternatives such as re-distribution of duties & responsibilities, promote from within or transfer, etc. Levels of business both known and forecasted should also be taken into consideration. Please refer to appropriate policy on this subject.\ Screening of Job applications/Testing/Pay:
No one will be employed without having been screened / tested by the Human Resources Department. This includes, but not limited to, lowest custodial to professional levels. It is the prerogative of the top management to select or hire very senior level positions such as department heads, directors, CEO & COO. It is not appropriate for Department Heads to discuss salary/wages with potential employees without having first approached the Human Resources Office. Salary/remuneration will be based on pay scale.

Pre-employment Medical / Reference Checks: Pre-employment medical check and/or medical check during the tenure of job may be arranged for fitness. Reference checks will be conducted by the Human Resources Department regarding character, skills and previous employment thus reducing the possibility of picking up a wrong incumbent for the position. The Human Resources Department will require evidence of one or a combination of the following prior to offering employment: age, qualifications, experience, social/political memberships, etc. How does it have appropriate manpower? How we utilize our manpower - how many, how often, how much work - affect and concern us all. The results of over manning, under manning, ill-suited staff in the role they are in, can be disastrous. Therefore, it is important for you to determine the accurate manpower requirements. Your requirements of manpower may change, with time, people movements, and growth/expansion or reduction of company business. We must do the following on a regular basis: i. ii. Examine the tasks, working practices and job responsibilities to be performed. Assess numbers, skills, types of employees to carry out these responsibilities and tasks.
9

iii. iv.

Allocate and distribute tasks based on hierarchy and accountability. Asses required experience, training, skills and qualifications for the performance of particular tasks. The above aspects are only some of the ways to make effective, efficient and productive use of available manpower. Continuous monitoring and reviewing will be essential as work patterns and trends change over a certain period of time. Please note: amount of absenteeism, overtime, turnover are important flags that demonstrate how healthy or unhealthy your department is. 9. Job Descriptions: HR will assist in the preparation of Job Descriptions. Every department is required to prepare written job descriptions for each kind of job. It is important to note that the job description should not prove to be a barrier in flexibility preventing use of an employee in other areas of your department as and when required. Standard Operating Procedure (SOP): Individual departments must also prepare SOP for particular tasks highlighting the step by step job performance or work process flow. SOP ensures flawless tasks performance, easy learning and saves time. HR will assist in the preparation of SOPs. Organization Chart / Organogram: HR will draw org chart for the group, and will assist in developing department organogram. When drawing up your departmental org-chart, establish realistic relationship among the positions. Think practically and objectively, avoid multiple hierarchical reporting lines. Open Door Policy HR maintains an open door policy. Employees at all levels will have the opportunity to be heard and given audience HR seeks to promote self discipline, equality, respect for each other and an ambience of team spirit. Periodic Reviews & Task Calculator: Your staffing org-chart will require constant reviewing to establish specific needs, HR will also consistently monitor your requirements from company view points and also from financial perspective to make cost effective. The Director of Human Resources, Financial Controller, and CMD may review org-chart which may be revised upon business situations. Every employee will be assigned specific major tasks and will be calculated on the basis of failures and successes. Policies and procedures so prepared shall have the force of law and remain effective for all employees of the Azim Group until revoked, rescinded or amended.
10

10. ATTENDANCE & WORKWEEK POLICY It is the policy of the Azim Group to implement uniform Attendance & Workweek policy & procedures for all employees of the group. APPLICABILITY The policy applies uniformly to all employees of all business units of the Azim Group including permanent, contractual and temporary employees. The policy shall remain in full force until revoked, rescinded or amended. Attendance / Regularity Attendance and Regularity in office is of paramount importance. Tardiness affects workloads and slows down assigned task completion. All employees are expected to report for duty on standard time and depart on specified time. Office Time: Executive/Management Non-management Roster Employees : 9:00 am to 6:00 pm - one hour lunch/prayer break : 8:30 am to 6:30 pm - one hour lunch/prayer break. : as per roster

Employees are expected to be at their workstations just in time. Irregular and tardy attendance is unwelcome. ONE day of Earn Leave will be deducted for 3 days of late arrival in a month unless otherwise a proper justification is provided. Disapproved early departure will be considered absent for the day. Managing Break times: Lunch and prayer breaks must be arranged in such way that all time offices remain staffed. Coffee, Tea and Smoking breaks are not specifically authorized; however, supervisors will use their own discretion in granting these breaks. Weekly Holiday: Fridays are weekly day of rest or as determined by the Government. Employees requiring work on weekly holidays will be given an alternate weekend three days before or after.

Employeesare also entitled for public holidays as declared by government gazette notification.
11

Employees requiring work on these days should inform Head of the Department in advance who would inform administration for necessary arrangement. Employees may be required to work extra hours due to business requirements which will be compensated as per company policy. NB: Changes to the above timings may be made depended upon needs of the business or as mandated by the Government or act of parliament. 11. LEAVE ENTITLEMENTS

POLICY
It is the policy of the Azim Group to implement uniform policy for all employees of all the business units. Leave means any absence in a given period during which an employee will be permitted to leave from duty station without charge.

APPLICABILITY
The policy applies uniformly to all employees of all business units of the Azim Group including permanent, contractual and temporary employees. The policy shall remain in full force until revoked, rescinded or amended.

12. TYPES OF LEAVE Earn Leave (EL)


1. All employees shall be eligible for Earn Leave of 20 calendar days per year. Department managers shall approve Annual Leave within the year. Un-availed Earn Leave may be carried over to next year only when department managers are unable to approve EL due to business requirements. Earn Leave shall be calculated on calendar days& the accrual shall not be more than 60 days at any given time, excess leave, so accrued shall be forfeited. Employees should not take leave in a way that public holidays/weekends fall both immediately before and immediately after the leave period. In such cases the preceding or the following holidays / weekends will be included to calculate leave period. This is to be borne in mind that while applying for leave it is essential that an employee mention the date of the day when s/he will resume work. Earn Leave must be approved well in advance at least 3 days prior to commencement of leave. Management reserves the right to approve or disapprove leave depending upon business requirements. It is the responsibility of the staff to know if the leave has been approved before s/he goes on leave. Earn Leave shall not be en-cashed during the tenure of employment however, upon separation encashment of Earn Leave shall be made only for the number of days shown on leave account including prorated leave for the current year in which the employee is separated. Department managers are encouraged to approve leave prior to his/her separation date.
12

2. 3.

4.

5. 6.

Modus Operandi:
Employees are allowed EL for extended period of time for mitigating personal needs and/or rest and recuperation subject to work requirements. 1. EL is availed after successful completion of probationary period; 2. Employee(s) intend to avail EL must submit leave application at least 3 days prior to commencement of leave to HR & Admin through Department head / immediate supervisor; 3. Encashment at separation: computation shall be based on Basic Salary; 4. HR & Admin shall maintain leave accounts of every employee; 5. Management reserves the right to grant or refuse leave application based on business exigency. 6. Malfeasance, tampering leave balance or proven abuse is a punishable offence.

Sick Leave
1. Sick leave shall be granted to a maximum period of 14 calendar days per year. An accumulation of Not to Exceed 28 days will be allowed only for prolonged medical treatment or hospitalization or for quarantine beyond which the excess number of days will be forfeited. SL includes physical, dental or ophthalmologic treatments. Sick leave shall only be granted on the recommendations of a registered medical practitioner or on emergency medical situations, only by submitting authentic relevant documents. Should there be a case of prolonged hospitalization and the period is more than what is accumulated, additional days, as recommended by the physician may be allowed on a case-to-case basis and must be approved by Director HR/CMD or their designate. Quarantine leave requiring isolation will be granted upon recommendation of a registered physician. Pay for prolonged medical sickness (not in the performance of official work) shall be as follows: a) First 30 days with full gross pay b) Next 30 days with half gross pay c) Above 60 days and up to 180 days without pay d) At the end of such period, if the employee is still unfit for duty s/he shall resign unless otherwise decided by a committee comprised of CMD, Director HR, and the Head of the incumbents department or a Board member co-opted in absence of either of these members. e) Sickness or illness arising in the course official duty performance, leave days, as recommended by the attending physician shall be granted. Company shall also undertake to defray medical expenses as required. He/she shall also be given regular salary.

2.

3.

4. 5.

13

Modus Operandi:
1. Absence due to sickness must be informed to the supervisor immediately, generally, within one hour. 2. Submit standard leave form for approval within one day of return to work. Sick leave may also be approved in advance due to surgery, hospitalization, etc. upon submission of doctors papers. / certification. 3. Sick leave for more than two days must be supported by registered physicians prescription/certificate along with standard form.

Abuse of Sick Leave


It is essential that all employees understand and act according to the provisions of sick leave policy. Management will closely monitor use of sick leave. In case of persons taking frequent sick leave, Azim Group may go for thorough medical check up for verification and/or determination as to his/her fitness.

Abuse indicators:
1. Reports sick the day before or after a weekend or holiday; 2. Sick leave taken after EL or CL request is refused; 3. Little or zero sick leave balance on the Leave Account.

Casual Leave
1. Casual leave shall be 10 calendar days per year. Casual leave shall not be carried forward. Casual leave may be granted for 3 consecutive days at a time. Casual leave more than 3 days will be charged to Earn Leave. Casual Leave shall be used for emergency and unscheduled leave due to urgent private/personal affairs. All female employees shall be granted paid maternity leave up to a maximum of 16 weeks inclusive of rest days and public holidays, as defined in the Labour Law. The 16 weeks period may be broken into two equal halves of 8 weeks before and 8 weeks after the birth of child. Paid maternity leave shall only be granted to a maximum of two child-births. The incumbent employee must produce relevant medical documents to avail maternity leave. Eligibility: the employee must serve 9 months in the company to be eligible for Maternity Leave if not decided otherwise by the management. Unpaid leave may be granted at the sole discretion of the management. Unpaid leave shall be granted only when all other leaves have exhausted or for any emergency reasons such as prolonged sickness or as decided by the management.
14

2.

Maternity Leave
1.

2. 3. 4.

Unpaid Leave (Leave Without Pay)


1. 2.

3.

The waiting period for periodic step increase / annual increase shall be delayed by the number of days the employee is on LWP. Holidays falling within the LWP period shall be charged to LWP.

4.

Festival Holidays/Public Holidays


1. Festival holidays/Public Holidays shall be allowed to all employees as declared by the government through gazette notification or otherwise as decided by the management.

13. General Rule


1. All leaves must be approved on prescribed form. 2. It is the duty of the employee to know that his/her request for leave has been granted before s/he goes on leave. 3. It is also the responsibility of the employee to workout with immediate supervisor for replacement personnel during the period of leave.

TABLE OF LEAVES

Leave Type

# of days / year

Maximum carry over 60

Remarks

Earn Leave

20

Calendar, no encashment during tenure of job, only upon separation. Calendar days, More than two days must be supported by doctors certification or prescription Calendar days, 3 days consecutively may be approved. More than 3 days will be treated as EL. Up to 2 child births; can be approved before and after delivery.

Sick Leave

14

28

Casual Leave

10

Maternity Leave

112 (16 weeks)

15

LWP

Management discretion As declared by government

Approved only when other leaves exhausted

Festival/Public holidays

14. Recruitment & Selection POLICY


It is the policy of the Azim Group to implement uniform policy guidelines on recruitment and selection for all employees of all the business units. Right person for the right position is the guiding philosophy. This policy shall be strictly followed by all segments of the Group. APPLICABILITY The policy applies uniformly to all employees of all business units of the Azim Group including permanent, contractual and temporary employees. The policy shall remain in full force until revoked, rescinded or amended. 15. RECRUITMENT PROCESS: STEP #1:REQUISITION: Department Head will raise a REQUISITION in prescribed form in accordance with the approved ORGANOGRAM and forward to Corporate HR (GHR). GHR will compare with ORGANOGRAM, ensure Budget allocation, skills, qualifications required for the position, etc. and process the requisition. STEP #2:SOURCING: GHR will advertise INTERNALLY/EXTERNALLY as required unless a person has been identified thru succession planning. Preference will be given to INTERNAL candidates. Should there be no internal candidates available, HR will advertise externally. Personal contacts or referred candidates may also be considered provided they meet the qualifications, experience, and skills for the position. STEP #3: SCREENING/TESTING/INTERVIEW: GHR will scrutinize CVs for screening, set interview date(s), and arrange for interview and or professional tests, etc. The INTERVIEW will be conducted by Interview Board constituted by the selecting Department Head or designee together with member of GHR. The Interview Board will prepare Interview result sheet with Rank Orders of the candidates along with their recommendation for hiring. Normally, the 1 st in rank order will be offered the job. If s/he declines the offer, then the 2nd or the 3rd provided terms and conditions are acceptable to both the parties. Job offer will not be made to candidates below 3rd position. In case no competent candidates available, GHR will source other STEP#4: REFERENCE CHECKS: GHR will make reference checks (record checking) and secure photos, educational, training and experience certificates, etc. for records and will prepare
16

appointment Letter describing terms and conditions of employment. Departments are discouraged to mention salary amount to the incumbent. Submission of false papers and documents is a cause for termination. STEP # 5: REMUNERATION: Salary determination will be done by GHR as per Pay Scale of that level. Each employee will be offered the starting rate. Should there be a reason to give benefit/remuneration, the GHR will determine along with the selecting department head and CMD, keeping in mind the companys pay scale / structure of that GRADE, current market rate, etc. in consideration. STEP# 6: ORIENTATION: GHR will organize Orientation program for the new incumbent. The new employee will report to HR office on the day of joining. HR will hand over to the incumbent ID card, fill out joining forms, give an overview of the company and brief on its rules and regulations. After that, incumbent will be introduced to his/her department colleagues. STEP # 7: UNSUCCESSFUL CANDIDATES: unsuccessful candidates. GHR will issue regret letters to the

STEP # 8: RECORD KEEPING: HR will keep records of selected candidates and also other applicants on a data base for future use. The CVs of potential applicants will be on file for six months should they qualify for other positions. 16. HIGHER MANAGEMENT RECRUITMENT Hiring of Top Management level employees such as GMs, Department Heads, Directors, COOs is the prerogative of the Chairman and the Managing Director. However, the selection procedure as described here such as advertisement, screening, professional test, etc. will be done by HR. The promising candidates will be forwarded to MD for interview and selection. Alternatively, a selection board may be formed comprising members of higher rank, board member Chaired by CMD. Appointment letter, orientation program, filling in forms and documents will be done by HR. 17. RECRUITMENT OF NON-MANAGEMENT PERSONNEL: 1. Employees such as custodial, helpers, drivers, security guards, peons, cleaners, cooks, assistants and other non-executive non-management project staff will be recruited by the department head / HOP along with a representative from HR. 2. References of the previous employment including ID card, Service Book, Age certification, experience certificates, educational certificates, National/Voter ID cards, police records, if any, shall be secured by HR. The CV and certificates must be forwarded to HR for verification. Upon satisfactory reference check, the candidate may be employed. Falsification or tampering
17

documents may result in termination of employment.

3. Salary and remuneration will be determined by HR in accordance with company pay scale, however, should there be need for increased salary & benefits may be settled in consultation with selecting department. 18. GROUND RULE a) MDs involvement is at the END only for selection / approval for certain senior level positions such as GM, Heads of Department, COO, Directors, and Heads of Projects or in case of approval for special considerations. b) Procedure must be strictly followed and complied with. c) No negotiation of salary can be done by anyone except HR. d) Candidates documents educational certificates, experience certificates, training certificates, and reference checks must be obtained for verification and record. e) Falsification of documents is a cause for termination of employment.

19. Designations and Delegations of Authority


POLICY It is the policy of the Azim Group to implement uniform policy guidelines on Designations and Delegations of Authority for certain executive and management staff of all the business units. It also provides guidelines for companywide protocol. This policy shall be strictly followed by all segments of the Group. APPLICABILITY The policy applies uniformly to all employees of all business units of the Azim Group including permanent, contractual and temporary employees. The policy shall remain in full force until revoked, rescinded or amended. A. FORMATION OF BOARD: Board Members will consist of stake holders or precisely partners to the business investment. Each investor will be designated as directors by virtue of their primary membership as stake holders. Chairman and the Managing Director and other portfolios will be chosen / elected by the Board Members. Affairs of the Board and stake holders will be governed by Company Law of the country. Tenure of CMD, portfolio holders and remunerations of the directors will be determined by agreed resolutions of the Board. Directives and decisions of the Board will be final and binding for all employees. All powers and prerogatives are vested with the Chairman/Managing Director
18

or as delegated. Salaried Company Secretary will be custodian of Board Resolutions, shares, dividends, AGMs, and the like. Order of precedence and protocol: Board 1. 2. 3. 4. Chairman Managing Director Deputy Managing Director Director(s)

Approved Appointee Management Staff Designation 1. 2. 3. 4. 5. 6. 7. 8. CEO, Directors, Executive Director, COO, CFO & Company Secretary General Manager, Site Engineer Assistant General Manager, Assistant Site Engineer Manager Assistant Manager, Sr. Sub-Assistant Engineer Senior Executive, Sub-Assistant Engineer Executive Jr. Executive

Approved Non-Management Staff 1. Drivers, Office Assistants, Cleaners, Cooks, Security Guards, Supervisors, Housekeepers, Mechanics and Technicians etc those that fall within the purview of workers as described in the Labor Law 2006. B. DELEGATIONS OF AUTHORITY a.k.a CHART OF AUTHORITY the following chart is not all inclusive; where there stands a conflict, judicious decisions must be taken; critical matters must be brought to the attention of Managing Director in absence the Chairman).

Designation

General Authority

Budgetary / Expenses

Chairman

Chair Board Meetings; Call for AGM, Extra ordinary meetings; Decide on Business opportunities and Approve Annual EXPENSE Budget. investments. Appoint MD and gather information Approve budget for new
19

from Managing Director on overall business deals. position of the company; approve share allotment, transfer, purchase, Approve acquisition / merger acquisition and merger etc. declare budget. dividends, sign on MDs leave and other entitlements. Sign and approve official documents in absence of MD. Report to Chairman on day to day business affairs. Negotiate with potential investors for business deals, guide and direct operations of SBUs; supervise top management staff, call for status and position of the SBUs, ensure profitability and/or provide explanation for negative performance; Appoint / hire top management staff such as Directors, CFO, ED, GM, negotiate and / approve increments of high ups, approve purchase and procurements, Approve leave of absence for top management staff; form operational committees and subcommittees as required. Accountable to the Company Board. Chair MANCOM meetings.

Managing Director

Sign all bank cheques as joint signatory; approve expenses more than Tk. 50,000. Approve land acquisition expenses.

Deputy Director

Managing Play the role of MD in his absence.

As above. In absence of MD co-sign bank cheques jointly with assigned board director or the Chairman or CFO.

Serve as Chief administrator of the unit/units/departments under him/her. Ensure legal and regulatory CEO, ED, Director, compliances; prepare annual budget and monitor deviations; plan for CFO, COO business growth and / or revenue negation. Prepare Annual Budget and keep records for monthly and yearly

Approve expenses of more than to Tk. 25,000 up to Tk. 50,000 within approved budget at a time counter signed by CFO. Approve out of pocket expenses (petty
20

reconciliation. As administrator of the unit / units, recruit, select in accordance with Group Recruitment Policy, and approve leave of staff, ensure compliance with regulations of the company and standardized law, promotions, increments evaluations of staff, recommend training for skills development. Report to MD, in his absence or to Chairman.

cash up to Tk. 5,000 per day). Have no Bank signing authority Cheque

(Cheques will be signed by CFO jointly with MD or DMD as per Board Resolution)

GM, HOP

Play the role of CEO, Director, ED in their absence; follow instruction of MD, or Department Head; grant leave of under staff. Assist Dept head in day to day functions. Carry out tasks to completion.

Approve expenses up to an amount of Tk. 25,000 within approved budget. Petty cash up Tk. 5000 in absence of Department Head

Have no authority.

cheque

signing

AGM

Play the role of GM in his/her absence; perform jobs as assigned. Approve leave of Managers or direct staff under No expense authority his/her supervision. Assist in recruitment of executives

Manager

Play role of AGM as assigned. Supervise executives work, report to Manager, and approve leave of No expense authority Executives.

21

Assistant Manager

Play role of GM as assigned and carry tasks through to completion, supervise No expense authority and direct under staff.

Sr. Executive, Follow instruction of the superior Executive, Jr. Executive

No expense authority

C. FOLLOWING PROTOCOL AND CHAIN OF COMMAND The employees will follow chain of command in the following manner: Top to Bottom / Descending Order: Top to bottom descending order for example: CMD to CEO/Director > GM > AGM so on so forth. Bottom up / Ascending order: Bottom to upwards ascending order for example executive > manager > Dept. Head >corporate office, etc.

20. Probation, Confirmation, Evaluation, Increment, Promotion, Transfer POLICY


Implement uniform policy guidelines on Probation, Confirmation, Promotion, Increment, and Transfer for all employees of all the business units. This policy shall be strictly followed by all segments of the Group.

APPLICABILITY
The policy applies uniformly to all employees of all business units of the Azim Group. Where applicable, Bangladesh law will be followed. In all circumstances and conflicts, the law of the country will take precedence over this policy. The policy shall remain in full force until revoked, rescinded or amended.

A. PROBATION:
Employees who are employed to a permanent position will be under probation period. Probationary period will be to determine the suitability of the incumbent to the job selected for. Probationary period: 3 months (for Directors, CFO, CEO, COO positions)

22

6 months for all other positions, unless decided otherwise. Probation period may be extended for a period of 3 months if found unsatisfactory. During the probation period, the incumbent is expected to adapt to the company culture and system of operation; acquaint and acquire the knowledge and skills to perform the full performance level job. The company may terminate incumbents employment without serving notice or reasons. Similarly, the employee may terminate his/her employment without assigning any reason or notice. Unsuccessful probationary employees job will be terminated, unless decided otherwise.

B. CONFIRMATION:
At the end of the probation period, employees performance will be evaluated; if found satisfactory will be given a confirmation letter. However, there will be no impact or change in salary unless otherwise mentioned in the employment offer letter. After confirmation an employee may resign or terminate with giving one months notice or pay in lieu. The company may terminate employment by giving one months notice (for executive/management grade employees) or 4 months notice (for workers as defined in Bangladesh Labour Law) or pay in lieu.

C. PERFORMANCE EVALUATION / YEARLY INCREMENT:


For confirmed employees, Performance Evaluation will held once in a year through a performance evaluation campaign preferably in the month of October each year to be able to make effective of increment, if any, from First of January. Performance will be based on point system and the increment will be according to the individual score. The management will decide the rate of increment for Excellent, Good, Average performers. No increment for unsatisfactory performers.

D. PROMOTION:
All employees are eligible for promotion provided they meet the qualifications, experience, knowledge and skills required for the full performance level of the job. The salary of the Promoted employee will be fixed as per the higher grade level of the position to which promoted, however, in no circumstances the salary will be equal or less than current salary. A letter to this effect and a personnel action will be executed to record the promotion highlighting elements of change.

E. TRANSFER:
Employee may be transferred to another department or SBU for the greater interest of the
23

company as well as professional growth of the employee. Types of transfer: 1. Lateral Transfer: Transfer to another position of a different SBU which is equivalent in grade and salary. 2. Vertical Transfer: Transfer with promotion which has increased responsibility and increased remuneration. 3. Geographical Transfer: Transfer to any location of the company within Bangladesh or overseas. This may be lateral or vertical. In case of transfer requiring change of residence, cost of travel of the staff and his/her family, will be borne by the company. A disturbance allowances will also be paid. The quantum of the disturbance allowance is communicated to the staff in the transfer order. Reasonable expenses for packing and transportation of furniture, household effects (HHE) and personal effects (PE), will be reimbursed to the staff upon submission of expense vouchers. Estimation of such cost needs prior approval of the management.

21. OVERTIME, COMPENSATION POLICY


Implement uniform policy guidelines on Overtime and Compensation for all employees of all the business units. This policy shall be strictly followed by all segments of the Group.

APPLICABILITY
The policy applies uniformly to all employees of all business units of the Azim Group. Where applicable, Bangladesh law will be followed. In all circumstances and conflicts, the law of the country will take precedence over this policy. The policy shall remain in full force until revoked, rescinded or amended.

A. OVERTIME:
Employees who fall within the meaning and scope of worker as defined in the Labour Law 2006 will be eligible for Overtime. Overtime means the number of hours worked beyond regular day of work which is 9 hours including lunch/prayer break. Overtime will be considered as not having more than 8 hours per week. Payment for overtime: Double of basic wage hourly rate. OT so performed will be paid in the following month. Approval procedure: Supervisors/Managers willing to engage employees for overtime must obtain prior approval on prescribed form from the HOPs/GMs. Method of time & attendance: Each department is responsible for maintaining OT attendance of individual employee. At the end of the month, the department will consolidate hours against
24

each employee and send to payroll for payment. Cleared:CFO:_________________

25

B. COMPENSATION:

Compensation is applicable for employees who do not fall within the meaning and scope of worker as defined in the Labour Law 2006. These positions constitute executive level positions to highest professional levels.

B.1: Additional Day Off instead of day/hours worked shall be given to employees for their extra day/hour work. The number of days may be accumulated and taken along with annual leave. Priority will be given to this section first.

B.2: Should the company be unable to grant additional day off due to work exigency. They may be paid for the number of hours/days worked at the following slot rates:

a) Jr. Executive, Executive

: Tk. 300 per day

b) Sr. Executive, Asst Manager, Dy. Manager , Tk. 400 per day c) Manager, Sr. Manager, AGM d) DGM, GM, HOP e) ED, Director, COO, MD (appointed) Tk. 500 per day : Tk. 600 per day : Tk. 1000 per day

Method of payment: Double of basic wage hourly/daily rate which will be paid in the following month.

Approval procedure: Jr. Executive to DGM will be approved by GM/HOP. GM / HOP will be approved by Department Head (Director, COO, MD (appointed). Director, COO, MD will be approved by Corporate Managing Director. Approval paper must reach to payroll for payment and or records for leave. Cleared: CFO: ________________

26

NEW EMPLOYEE REQUISITION FORM (Management)

Date:

Name Company

: :

Department:

(Fill in your name, department, company name and date here) INFORMATION ABOUT POSITION Job Title Department : : Desired Starting Date : Company :

Position sought is: ____________________) Employment Status: __________

New

Replacement

(Former

Incumbent

Full Time

Part Time

Contractual- From _________ to

JUSTIFICATION OF THE POSITION ______________________________________________________________________________ _________ ______________________________________________________________________________ _________ ______________________________________________________________________________ _________

27

ESSENTIAL JOB RESPONSIBILITIES ______________________________________________________________________________ _________ ______________________________________________________________________________ _________ ______________________________________________________________________________ _________ ______________________________________________________________________________ _________ ______________________________________________________________________________ _________

JOB SPECIFICATION/QUALIFICATION 1. Education : __________________________________________________ 2. Experience : __________________________________________________ 3. Age Limit : __________________________________________________ 4. Gender Sensitivity : __________________________________________________ 5. Communication Skills : __________________________________________________ 6. Any other specific requirement : __________________________________________________ 7. Duty Station : __________________________________________________

BUDGET: Is there budget allocated for new position(s)?

Yes

No

28

Comments from HR: ______________________________________________________________________________ _________ ______________________________________________________________________________ _________ ______________________________________________________________________________ _________ ______________________________________________________________________________ _________

Approvals:

Head of Departments

Head of HR

Chairman & Managing Director (Notes overleaf)

Note: 1. 2. 3. 4. Please send this Requisition Form Head of HR, Corporate Division. Requisition Form can only be processed by Department Heads. Separate Requisition Form should be submitted for each position/designation. Requisitions will be processed only after receiving the complete form and subsequent Job Analysis by Human Resources Department. 5. The processing time for obtaining the approval from Head of HR is 7 days. 6. The minimum lead time to complete the recruitment is about 4-6 weeks. 7. Departmental Heads and/or designated personnel will be invited during the panel of interview.

22. RECRUITMENT APPROVAL


1. Department/ SBU: Nation Wide Housing Ltd 2. Position/ Designation: Executive 3. Reporting Authority: HOP, NWHL

29

4. Selection Process:
Through Selection Board Or Head Hunting

==================================================================

5. Name: 6. Salary: 7. Other Benefits (if any): 8. Joining Date: 9. Recruitment status:
New Recruitment Or Replacement

If replacement, please mention the name against whom_____________________________________

Special Note (if any)

HR Department

Approval Authority

30

23.Joining Report / Letter of Joining

To: The Department of HR & Administration

Dear Sir,

With reference to your appointment letter dated . Offering me a post of ... in your organization. I hereby report for duty and responsibility with effect from ....... . With regards and thanks Yours truly

__________________ Signature

31

Details Information about DOJ:

Employee ID no.: Name of Employee: Department Name: Report to:

HG- ..

For HR use: Submission of all certificates photocopies: Type of employment: Full time / Contractual / Others ... Type of Letter: Appointment / Transfer / Internal Letter / Others For Admin use: Corporate SIM no. : .
HR PROCESS: Personal file/ Dept. Head/Admin/ Payroll [This DOJ report is received by .]

JOB DESCRIPTION:

Position Title: Current Incumbent:

Date:
Company Name: Department: Reports to:

Revised Date:

This job description reflects the general details considered necessary to describe the Principal functions of the position and shall not be construed as detailed of at work requirement that may be inherent in the job.

32

Primary Job Responsibilities: Secondary Job Responsibilities (if any): Position Elements:

1. Education / Qualifications Required:

2. Minimum Years of Experience required to perform the job: 3. Skills / Knowledge:

Prepared by:

Assigned by:

Sign:

Date:

Sign:

Date:

I hereby declare that I have read & understand the duties and responsibilities of the position. Employee:

Sign:

Date:

33

REQUISITION for Transport Facility:


1. SBUs Name: 2. Departments Name: 3. Position/ Designation: 4. Gender:
Male Or Female

5. Name: 6. Joining Date: . 7. Address:


. . .

8. Special Note (if any):

________________ Requisitioned by Employee

_________________ Approved by HR Department

__________________ Approval Authority Admin (Transport)

Azim Group

34

Overall Performance Rating (Interview)


Name:
ATTRIBUTE weight R A T G Outstanding Very good Fair 10-9 8-7 6-5

Position:
I Average 4-3 N Poor 2-1 Total (Weightage x Rating)

Job Knowledge

02

02 Communication Skills (Negotiation, skill, Interpesonal skill & Presentation skill) 01 Enthusiasm & initiative (Information seeking, Conceptual thinking, proactiveness, risk taking ability) 03 Overall Management: (Ability to conceive, plan, set targets, implement, monitor, review, revise to meet companys mission and vision) 01 Relationship building 01

Organization & Drive Total Score

10

Strength for the new Assignment:

Deficiencies / Doubts (if any):

SALARY EXPECTATION: Overall Suitability for new assignment: Excellent Good Average Below Average

35

Directors Recommendation: Suitable for new assignment Hold till future consideration or other assignment Not recommended for new assignment

Date: ---------------------------------

Signature

36

37

Potrebbero piacerti anche