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HR Policies
And Procedures Manual
Rights and obligations as stated herein shall not put ASHIKA (the employer) in any obligation.
Employees will be bound by amended or altered terms and conditions as may occur from time to
time solely at the discretion of the employer.
ASHIKA-HR Policy
Introduction
This major revision of the ASHIKA personnel policy and procedures is the first such
comprehensive exercise since 2000. The HR Manual will create an enabling
framework that consciously supports such change, affecting the who, what,
when, where, and how of everything we do.
Staff are not afraid to make decisions on issues for which there is no explicit
rules.
Staff weighs multiple options in using resources and take the most appropriate
action, keeping in mind the best interest of the program participants and
organization.
Senior staff does not ask or allow supervisees to perform personal household
tasks at any time.
Transparency - Staff are expected to demonstrate transparent behavior in their
work. In both internal matters and external relations, those who have access to
information are expected to be open, sharing it freely and generously with others. As
a result:
ASHIKA staff is willing and able to explain key information about the organization
when required by an external audience.
ASHIKA-HR Policy
throughout an entire career.
Constructive self-criticism, both individual and
collective, will be encouraged as a means to deeper, more profound institutional
learning. As a result:
Men and women staff value each other, and with respect.
Staff show respect to other staff, ASHIKA partners and program participants
irrespective of ethnicity, gender, religion, class or place of origin.
Identity - Staff are encouraged to identify first with ASHIKA, and to its mission,
vision and core values, and then to their particular project or department. As a
result:
The hierarchical relationship between Organization office and field offices is deemphasized.
ASHIKA-HR Policy
A.2.1 Categories
A.2.1.1 Contract
An employee whose contract has been confirmed following the satisfactory
completion of his or her probationary period. All staff will continue subject to the
terms of these policies and procedures until the end of their projects current funding
cycle or 1 (one) years.
A.3.1 Definition
Vacancies may occur when new positions are created or when the incumbent of an existing
position separates from organization or is transferred to another position. These openings
may be temporarily filled by on an "acting" basis for a maximum of 6 months. The concerned
head of the department or project will issue the letter for such acting assignment with a copy
to HRD. On a case-by-case basis management might consider extensions to this.
Positions are generally filled through competitive processes. Education qualification may be
relaxed in case of highly experienced candidates, both external and internal.
All positions as a general rule, will be opened to qualified internal and external candidates.
ASHIKA employees may apply for any position. Any employee with requisite qualifications
and background can apply directly to HRD for the advertised position irrespective of his/her
present grade.
A.3.2 Advertising
Notifications about vacancies will be circulated widely. Word of mouth, newspapers, notices,
references, recruitment agencies, the Internet or professional journals may be appropriate
media to attract potential applicants.
ASHIKA-HR Policy
A.4 Selection
A.4.1 Recruitment
ASHIKA H R D (Human Resources Development) Department Headed by Officer-HR &
Admin is responsible to implement HR & recruitment policies under the guidance of
executive direction. In the coordination meeting of project manager, office manager and line
chief which is presided over by the Executive director manpower requirement is identified.
As per requirement after the approval of executive committee the vacancy notice is published
in the newspaper. The HR department arranges for interview and from the available
candidates selection committee recommends the suitable candidate for the recruitment and
finally Executive Director take the decision for recruitment. Generally the selection
committee is formed under the following guide line:
Executive Director or Any responsible person as per instruction of ED
Any one member of executive committee
HR Officer
Head of the department (If any)
ASHIKA-HR Policy
A.4.9 Non-Discrimination
ASHIKA is an equal opportunity employer. ASHIKA will not discriminate against a
candidate's religion, culture, physical handicap, age, etc., unless such aspect is directly related
to requirements of the job. However, consideration in a positive sense may be given to a
person's religions, sex, and ethnicity to promote gender and diversity.
A.5 Hiring
A.5.1 Contracts
All staff will be hired on contracts, the maximum duration of which will be the time
remaining under the current funding contract (for program staff) or five years (for program
support staff). Contracts of both project and program support staff will be renewable, subject
to performance and funding.
ASHIKA-HR Policy
A.6 Separation
A.6.1 Termination
Termination is used when removal of a staff member by other means is not appropriate.
ASHIKA-HR Policy
c) Administrator: By issuing the needed documentation, HRD also performs the
function of administrator. Project Coordinators and department GMs may be in the
best position to make reduction-in-force (RIF) decisions, HRD staff are professionally
qualified to issue appropriate communications with staff affected.
A.6.6 Discharge
An employee may be discharged from service for reason of physical or mental incapacity or
continued ill health, or other reasons not amounting to misconduct. If an employees
employment contract has not been confirmed, they will be terminated in applicable cases, not
discharged. All discharges must be authorized by the Country Director or designate.
A.6.9 Dismissal
Dismissal is used when an employee is convicted of an offense or is found guilty of
misconduct. No order of dismissal can be made without following the formal show cause
procedures. A dismissal must be authorized by the Executive director or designate.
A.6.10 Resignation
An employee must give one month's notice of his/her resignation, failing which, a
proportionate deduction in Basic Salary in lieu of notice, will be made.
A.6.12 Retirement
Retirement is mandatory for the employees celebrating 60th birthday. No financial benefits
other than gratuity for retirement. Three (3) months notice will be given to the retiring staff.
However, the Executive Director reserves the right to defer the retirement of any individual.
Notice
A letter of retirement must be issued to every retiring employee at least three months in
advance of his/her retirement date. In the absence of such notice, three months basic salary
should be paid to the employee in lieu of notice.
ASHIKA-HR Policy
Weekly Holiday: All staff and Officer will enjoy weekly holiday on Friday. If the
project staff required working on Friday, he will be entitled to enjoy one holiday
within a week. The rules will permit working on Friday in special case with
compensatory holiday.
National & Festival: To facilitate the enjoying religious festival of different religious
followers and also to enjoy the national days and international days as per government
gazette the staff/officer of Ashika will enjoy 12 Twelve holidays in the year.
The Schedule of national and festival holidays
6
7
8
Christmas Day
May Day
Shabe Barat (Muslim)
Eid ul-Fitre
10
Eid ul-Adha
11
12
Dates
21st February
No of Days
1 Day
26 th March
* subject to appearance of
moon
* subject to appearance of
moon
* subject to appearance of
moon
25 December
1 May
* subject to appearance of
moon
* subject to appearance of
moon
* subject to appearance of
moon
16 th December
As per calendar
1 Day
1 Day
2 Days
2 Days
1 Day
1 day
1 day
2 days
2 Days
1 day
1 Day
Note: Leave for Sl. 3, 4, 5 & 8 are applicable for respective religious.
Leave facilities: In addition to above national and festival holidays the staff officer of
Ashika will enjoy some leave facilities with prior approval from the respective
authorities. Leave application must be submitted to HR department with
recommendation of departmental head in the leave format of the organization where
the staying address during the leave must be given. After sanctioning from HR
department leave can be enjoyed, but the extension of the leave can be done by only
by the permission of HR department. If any body extends leave without permission
will be considered as unauthorized absent and punishable.
Casual Leave: All permanent staff/ officer can enjoy 10 days casual leave with full
days salary. The unutilized CL will be exhausted after a calendar year .More than
three days CL cannot be enjoyed at a time. If any body attaches CL with suffix &
prefix of national/weekly holiday, then weekly or national holiday will exhaust into
CL.
Medical / Sick leave: All permanent staff/officer can enjoy 14 days ML or SL with
full days salary. The medical leave can enjoyed only by recommendation of doctors
ASHIKA-HR Policy
A.8 Benefit
1. Bonuses: Our permanent Staff/ officer entitled to get two festival bonuses in a year
equivalent to the basic salary of every employee and some times bonuses for the
project/temporary employee is considered under discretion of management.
2. Traveling Expenses: The field workers are entitled to get transport/ traveling
allowances under the existing rules of the organization.
3. Working hours and Leisure: All permanent employees will work for 8 hours in a day
with 1 hour launch break. For special requirement of the organization Staff/worker
can work for additional two hours with overtime allowances. The working hour with
overtime should not exceed 10 hours in a day and 60 hours in a week.
4. Discharge/ Retrenchment: The management can take the decision of discharge /
retrenchment of any employee. But in this one months prior notice or I month salary
payment is mandatory.
5. Resignation: If any employee likes to resign from his post, he must give one months
prior notice or in lieu of notice salary surrender for one month is mandatory.
6. The retirement age is 60 years and for calculating the age S.S.C. Certificate or
submitted nationality certificate will be followed.
7. We are arranging for group insurance policy for our permanent employee, but here
length of service should not be less than 3 years. We encourage our project worker to
take life insurance policy for working with us in the project team.
8. The other clauses required for HR policy not included in this policy, in the required
field the Bangladesh Labour Law, 2006 will be followed.
Note: We updating our HR policy and in future we will include provident Fund, gratuity
and compulsory insurance in our HR policy.