HR POLICY

This Policy is designed to acquaint M/S ___COMPANY NAME _____________ (COMPANY NAME )
staff with information about working conditions and rules affecting employment in COMPANY
NAME .

This policy is primarily based on corporate standards but at the same time remaining consistent
with relevant rules and regulations in Pakistan. The information contained in this policy applies to
all employees of COMPANY NAME unless otherwise decided by the COMPANY NAME
Management Committee (headed by the Chief Executive). The contents of this policy shall neither
constitute nor be construed as a promise of employment or as a contract between the Company
and any of its employees.

Employees are responsible for reading, understanding and complying with the provisions of this
policy. COMPANY NAME ’s objective is to provide the employees with a work environment that is
conducive to both personal and professional growth.

1. GENERAL

1.1 SHORT TITLE, EXTENT AND COMMENCEMENT

a. These rules shall be called the “COMPANY NAME Employees Services Rules 2019”.

b. They shall come into force and effect from the date of its approval by the COMPANY
NAME Management and notified by the Chief Executive.

c. These rules shall be applicable to all Employees of COMPANY NAME , wherever they
may be; except:-

i. a person who is deputed outside Pakistan on any special task.

ii. a person who is employed on adhoc basis as an advisor or consultant or on

temporary contract or on work charged basis.

d. The Management of COMPANY NAME expressly reserves the right to amend/change

any of the service rules and guidelines, including those covered in these service rules
subject to prior approval of the Chief Executive.

e. In the matters not provided or covered under these Rules, the recommendations of
the Management, duly approved by the Chief Executive on the subject shall be
applicable.
1.2 DEFINITIONS

An “employee” of COMPANY NAME is a person who regularly works for COMPANY NAME
on a salary basis. “Employees” may be regular full-time, regular part-time and contract
employees and others employed with the organization that are subject to the control and
direction of COMPANY NAME in the performance of their duties.

a) REGULAR FULLTIME

COMPANY NAME has a 90 days probationary period for new employees.

All regular full time employees are eligible for the organization’s salary & benefit
package, subject to the terms, conditions and limitations of each benefit program.

b) REGULAR PART TIME

“Regular part time employees” who has completed the 90day probationary period
and who is regularly scheduled to have work less than 45 hours per week. He/She is
eligible for some benefits as per COMPANY NAME policy, subject to the terms,
conditions and limitations of each benefit program.

c) CONTRACT OR ADHOC

"Contract Employees" mean an employee who is engaged on contract basis on fixed

emoluments for a specific job and for a specified period which may be extendable/
renewable.

"Adhoc Appointment" means appointment of a duly qualified person made in

accordance with the prescribed method of recruitment against a pending
recruitment.

1.3 OTHER DEFINITIONS

a) “Penalty” means a penalty which may be imposed under these rules.

b) “Misconduct” means conduct prejudicial to good order or service discipline or

unbecoming of an employee and includes any act on the part of an employee to bring or
attempt to bring outside influence directly or indirectly to bear upon the COMPANY
NAME .

c) “Accused” means an employee against whom action is being taken under these rules.

d) “COMPANY NAME ” means the M/S ___Company Name _____________.

e) “CEO” means Chief Executive Officer of COMPANY NAME .

 f) “Appointing Competent Authority” means:

g) "Authorized Officer” means an officer authorized by the Chief Executive Officer,

COMPANY NAME , to perform an official task.
h) “Enquiry Committee” will be the authorized personnel by Chief Executive Officer for
specified action.

2. NON-DISCRIMINATION

a) In order to provide equal employment and advancement opportunities to all individuals,

employment decisions at COMPANY NAME will be based on merit, qualifications, fitness
and abilities. COMPANY NAME does not discriminate in employment opportunities or
practices because of race, colour, religion, sex, national origin, age or disability.

b) COMPANY NAME will make reasonable accommodations for qualified individuals with
known disabilities unless doing so would result in an undue hardship. This policy governs all
aspects of employment including selection, job assignment, compensation, discipline,
termination and access to benefits and training.

c) Employees with questions or concerns about discrimination in the workplace are

encouraged to bring these issues to the attention of their supervisor and/ or Chief Executive
Officer. Employees can raise concerns and make reports without fear of reprisal. Anyone
found to be engaging in unlawful discrimination will be subject to disciplinary action,
including termination of employment.

3. NON-DISCLOSURE/CONFIDENTIALITY

a) The protection of confidential information is vital to the interests of COMPANY NAME . Such
confidential information includes, but is not limited to the following:

i. Employees will not divulge directly or indirectly to any person or body, any
knowledge or information, which employees may acquire concerning the affairs,
property, enterprise and under-taking of the Authority including its business and
other matters;

ii. Financial information;

iii. Pending projects and proposals;
iv. Personnel/Payroll records;
v. Conversations between any persons associated with the organization; and
vi. Any kind of official documents related to COMPANY NAME .

b) Employees who improperly use or disclose secrets or confidential information will be

subject to disciplinary action, including termination of employment and legal action, even if
they do not actually benefit from the disclosed information.
4. INTELLECTUAL PROPERTY RIGHTS

All the intellectual property rights for COMPANY NAME software code, database, general data,
formulas, product related information, documents and any other related thing will remain sole
property of COMPANY NAME . Use of any such material/information without permission is strictly
prohibited.

5. NEW EMPLOYEE ORIENTATION

Orientation is a formal welcoming process that is designed to make the new employee feel
comfortable, informed about the organization and prepared for his position. New employee
orientation is conducted by an Admin/Human Resources Officer or any other person assigned by
the CEO and includes an overview of COMPANY NAME history, an explanation of its core values,
vision, and mission; and the organization’s goals and objectives. In addition, the new employee will
be given an overview of benefits and any necessary paperwork will be completed.

Employees are acquainted with all procedures followed within the workplace. The new employee’s
supervisor or Admin/HR Officer then introduces the new hire to staff throughout the organization,
reviews his job description and scope of position, explains the organization’s evaluation procedures
and helps the new employee get started on specific functions.

6. PROBATIONARY & NOTICE PERIODS

All employees will go through 90 days Probationary Period. During the Probationary Period,
employees have the opportunity to evaluate the organization as a place to work and management
has its first opportunity to evaluate the employee. Both the employee and the organization have
the right to terminate employment without advance notice during Probationary Period.

Upon satisfactory completion of the probationary period, a 90-day review will be conducted by the
concerned Head of Department or supervisor. On satisfactory performance, employee will be
allowed to continue his/her duties. One month notice period will be required in case employee
decides to resign or COMPANY NAME terminates his/her services. One month Salary has to be
surrendered in case either COMPANY NAME terminates employee’s services without one month
notice or an employee fails to do the same in case of resignation. The CEO of COMPANY NAME
reserves the right to waive or alter the notice period requirements.

All employees, regardless of classification or length of service, are expected to meet and maintain
organization’s standards for job performance and behavior.

7. OFFICE HOURS

COMPANY NAME office is generally open from 10 a.m. to 06:30 p.m. Monday to Friday, except for
Holidays. The standard workweek generally consists of 45 hours of work (including lunch and break
hours). COMPANY NAME Management may change office hours and working hours from time to
time.
8. LUNCH & PRAYER BREAKS

Employees are allowed 60 minutes lunch & prayer break from Monday – Thursday and 120 minutes
break on Friday. The break is from 1 p.m. to 2:00 p.m. from Monday to Thursday and 1 p.m. to 3
p.m. on Friday.

9. ATTENDANCE

a) Every employee shall mark his/her attendance in the register provided at the reception
table at the time of entering the COMPANY NAME premises. It is desired that every
employee should mark his/her attendance before or at 10:00 am.

b) A 15 minutes relaxation is provided to employees subject to conditions below in case they

are not able to make it COMPANY NAME office at or before 10:00 am due to unavoidable
circumstances. However, COMPANY NAME strongly discourage habitual utilization of this
15 minutes relaxation.

c) Employees coming after 10:15 am without intimating designated supervisor will be marked
“Late” for that day.

d) In any case the employee shall not come late more than (3) three such occasions in a
month; and if in any case an employee(s) comes late more than three times, deduction of
one day salary from the wages may be made.

e) Employees who are habitual late comers (coming late more than 15 minutes for five
working days in a month without justification and prior consent) shall be liable for
disciplinary action.

f) Any employee who, after marking attendance, is found absent from his place of work at any
time during the working hours without permission shall be liable for disciplinary action for
loitering and wages shall be deducted for the period he/she was not found in the place of
work.
 RECRUITMENT POLICY

The most important element of the recruitment process is to ensure transparency and fairness
without any bias and gender discrimination in the hiring process. Hiring & firing of staff on merit
will be the core principle of COMPANY NAME which will be ensured through a clearly laid down
criteria and procedures for recruitment of staff. Some of the standard practices for recruitment
include proper hiring mechanisms through advertising, indiscriminate head hunting and using the
database of credible recruitment agencies. Once applications are received, then short listing
through independent sources or cross checking through reference checks or under an already laid
down eligibility Performa followed by tests and interviews by a panel are some of the effective
ways of recruitment. In short, COMPANY NAME recruitment policy will ensure transparency and
a non-partisan approach to recruit a person fit for the job.

1. GUIDING PRINCIPLES FOR RECRUITMENT OF STAFF

The following broad principles will govern any recruitment made in COMPANY NAME :

1.1 Any new recruitment drive will be carried out upon approval in principle of COMPANY
NAME Management.

1.2 In case of emergency or under special circumstances such approval can be made by the
Chief Executive Officer.

1.3 For all initial/new recruitment, post will be published in print and/or electronic media
which may include newspapers and/or websites.

1.4 COMPANY NAME ’s hiring policy is based on corporate principles strictly based on merit.
While evaluating candidates, COMPANY NAME gives more weightage to practical
experience, IT orientation and job-fit suitability of candidates. Education and other aspects
are important but are given less weight age.

1.5 COMPANY NAME ’s recruitment policy is not necessarily based on seniority in service or
professional standing but based on fitness with respect to job requirement.

1.6 All appointments in COMPANY NAME shall be subject to verification of academic/

professional qualifications, personal data and antecedents of successful candidates prior to
or after the appointment. The COMPANY NAME Admin/HR Department will be solely
responsible for such verification.

1.7 If at any stage it is found that the information provided by any employee was incorrect, the
services of such employee shall be liable for termination without notice.
1.8 The Appointing Authority for any appointments made in COMPANY NAME is the Chief
Executive Officer. The Chief Executive Officer may, however, delegate appointment letter
issuing authority to Head of HR/Administration.

1.9 For all senior positions there shall be a Selection Committee comprising of 2-3 persons as
notified by the Chief Executive Officer, COMPANY NAME . Generally, the selection
committee will include Chief Executive Officer, COMPANY NAME , Head of concerned
department and Director. In case of Chief Executive Officer’s non-availability, selection
committee may comprise Head of the concerned department, Head of the Admin and/or
any other member nominated by the Chief Executive Officer, COMPANY NAME . The Chief
Executive Officer, COMPANY NAME may re-constitute or re-structure the selection
committee at any time.

1.10 A merit list of Top-3 candidates will be prepared at the end of selection process and
candidate in number one position will be offered employment. In case the number one
candidate in the merit list cannot join then candidate in second position will be offered
employment and so on. However, if all Top-3 candidates do not join then post may be re-
advertised or head hunting may be carried out.

1.11 The persons selected for appointment in COMPANY NAME shall have to signify acceptance
of the terms and conditions of their appointments by returning the duplicate copy of the
letter of appointment duly signed to the concerned appointing authority along with
attested copies of National Identity Card and other certificates / documents as may be
required.

1.12 Every person offered employment with COMPANY NAME will submit a joining report at
the time of resuming his / her duties.

1.13 All persons appointed will be governed by COMPANY NAME Service Rules & Regulations
issued from time to time, besides terms of his/ her appointment.

1.14 All such appointments are Station/Institution specific, but the Authority has the right to
change duties / assignments and the place of duty as and when required. The Authority in
its discretion, based on the performance / suitability of the employee, may assign higher
responsibility temporarily not necessarily with additional benefits.

1.15 The employees shall perform their duties efficiently, diligently and to the best of their
abilities. They will not engage directly or indirectly in any trade, business or occupation at
their own except as may be permitted by the Authority in writing. Further they shall not
absent themselves (except in emergency, such as illness, accident etc.) from said duties
without obtaining prior leave from the Competent Authority as per rules.

1.16 In case an employee resigns or terminated from services, COMPANY NAME may recruit
another candidate from the initial merit list, man hunt, advertisements in print and/or
electronic media or adopt any other appropriate means to fill the vacant position.
 1.17 COMPANY NAME reserves the right to accept or reject any application or cancel or re-
advertise any position without any reason.

1.18 It is also sole discretion of COMPANY NAME Management to offer candidates any special
scale it deems suitable.

1.19 COMPANY NAME Management may also appoint a suitable candidate from within existing
COMPANY NAME staff to fill a vacant position provided he/she fulfils the appropriate
criteria for the position.

1.20 To meet an urgent need, Chief Executive Officer, COMPANY NAME may appoint a suitable
candidate provided the person so appointed is otherwise eligible for the post. Relevant
rules for Adhoc Employment in Pakistan may apply in this case.

1.21 Staff Joining Report is attached.

2. RETIREMENT, RESIGNATION AND TERMINATION OF SERVICES

a) COMPANY NAME reserves the right to terminate services of any employee upon
unsatisfactory performance, misconduct, unethical behavior, indiscipline, corruption or any
other valid reason.

b) Services of an employee on probation can be terminated without any notice.

c) When the service of a regular employee is terminated by the Competent Authority, for
reason other than misconduct, one month's notice in writing shall be given or one month's
salary shall be paid in lieu of notice. Likewise, when a regular employee intends to resign, he
shall give the COMPANY NAME similar notice in writing or deposit one month salary in lieu
thereof.

d) Sample staff discharge form is attached.

 STAFF PERFORMANCE EVALUATION POLICY

This policy establishes guidelines for performance evaluations of COMPANY NAME staff. The
purposes for carrying out performance evaluation are:

a) to provide a fair assessment of the employee's performance;

b) to assist the employee to improve performance;
c) to provide a basis for an appropriate level of compensation; and
d) to support and provide documentation for personnel actions under approved service rules.

COMPANY NAME Management will share the appropriate sections and/or complete evaluation
with employees in order to further improve their performance and overcome the weaknesses.

1. DATE FOR IMPLEMENTATION

Performance evaluations are scheduled to ensure that every regular employee is evaluated
annually.

2. CONFIDENTIALITY AND DISPOSITION OF FORMS

The completed Annual Performance Report for each employee is part of that employee's official
personnel file in each department. Each supervisor is to conduct performance evaluations. The final
step in the evaluation process involves review by the department head, or designated management
official. As an official part of each departmental personnel file, the Performance Evaluation form
shall be treated as confidential. Performance Evaluation of an Employee by his supervisor will be
verified by the Chief Executive Officer. The Employee concerned may be asked to comment on his
evaluation. The evaluation report will be finalized upon completion of above stated three tier
exercise. Performance Report is enclosed.

3. ASSESSMENT AND BONUS DISBURSEMENT

If COMPANY NAME management announces a bonus pool to be distributed, employees that have
been scored “A” or “B” in relative terms would be eligible for bonus. Employees graded “C” would
not be given bonuses unless CEO makes direct payment from his discretionary bonus fund, which is
typically 10% of bonus pool. “A” graded employees would typically be given twice the bonus in
terms of salary as “B” graded employees.
 LEAVE POLICY

APPLICABLE ON ALL STAFF MEMBERS (EXCEPT SECURITY STAFF AND COOK)

a. All Sundays and gazetted holidays will be observed as holiday by all, that is offices / sites.

b. All employees will be entitled to 25 leaves in a year, in addition to Sundays/ gazetted

holidays.

c. Projects / sites will function, on alternate Sundays, and in lieu employees will be entitled to
additional leave or 40% percent encashment of allowed leaves at the end of the year.
Project Manager may however alter this provision as per site requirements with prior
permission / approval of respective General Manager (Projects).

d. Encashment of leave (not availed) will henceforth be 100% and so will be deductions (for
additional leaves i.e. more than entitlement).

e. All Staff members must apply leaves on Staff Leave Form (Form enclosed).

Following abbreviations stand for:-

L = Leave
LWP = Leave without pay
A = Absent
WH = Worked on Holiday
AL = Allowed Leaves
P = Present
X = Not worked/Gazetted Holidays

Fill data in staff attendance sheet (Form enclosed) as follows:-

(WH+AL) - (L+A) = Net

Total of previous record + Net = Grand Total

1. Only highlight the column of Sundays/Gazetted holidays with blue highlighter.

2. If any person worked on Sundays/Gazetted holiday please mark “P” otherwise mark “X”
3. No need to submit application form for Sundays/Gazetted holidays.
4. If there are leave/absent before and after Sundays/Gazetted holidays, Mark these
Sundays/Gazetted holidays leave/absent.

LEAVE POLICY FOR THE SECURITY GUARDS, WATCHMEN AND COOKS WOULD BE AS FOLLOWS:

1. Total Casual/Annual Leaves allowed - 48 Days (i.e. 4 per month)

2. Their Salary would be based on 30-days duty i.e. inclusive of all Sundays/Gazetted Holiday.
3. They will be compensated for the duty performed during Eid Holidays.
 PAY, ALLOWANCES & BENEFITS

5.1. GENERAL

It is the Policy of the COMPANY NAME to pay emoluments which are competitive and
performance oriented. Pay grades are determined after a systematic and comprehensive job
evaluation in which each job is evaluated on the basis of skill, effort, responsibility and working
conditions. On job performance and job suitability is the core criteria while determining pay
grades and performance evaluations.

All the contract employees of COMPANY NAME are entitled to Salary and Allowances as per
terms & conditions in their contracts. However, only regular employees of COMPANY NAME
are entitled to “Benefits” in addition to Salary & Allowances.

5.2. PAYMENT OF SALARY

a) Payment of pay and allowances due shall be made on the last working day of every
month.
b) All employees are required to open a bank account and intimate to the Accounts
department accordingly. Their pay will be directly credited to their accounts. For
employees at COMPANY NAME , opening of the bank account will be optional.
c) Pay slips will be issued by the accounts officer in the first week of every month.

5.3. PAY & ALLOWANCES

a) An employee appointed to a post shall be entitled to, in accordance with these rules,
pay prescribed for such post.
b) Pay and allowances of individuals may be commensurate with aspects relating to
specialty of job requirement, job-suitability, qualification and experience.
c) The pay and allowances are subject to revision from time to time as per COMPANY
NAME policy.
d) Employees will be kept fully informed of their basic pay and other allowances upon
revision.
e) The basic elements of pay & allowances are:-

i. Basic pay as per COMPANY NAME 's Scales of pay;

ii. Medical Allowance as per COMPANY NAME 's policy; and
iii. Other Allowances as per COMPANY NAME Policy.

5.4. BENEFITS

Benefits will be entitlement of regular employees only. COMPANY NAME offers following
benefits to its regular employees:

i. Old Age Benefits; and

 ii. Other Benefits as per COMPANY NAME Policy.

5.5. BASIC PAY

It is defined as the Basic Scale of pay on which most of other benefits and allowances are
calculated. Current Basic pay is the amount which when added with increments.

5.6. MEDICAL FACILITIES

a) MEDICAL ALLOWANCE

i. It is the employee's own responsibility to maintain a high standard of physical

fitness. The medical facilities are provided by COMPANY NAME merely to
supplement the employee's own efforts in this regard.
ii. All permanent employees of COMPANY NAME and their direct dependents are
entitled to medical allowance for outdoor treatment as per the COMPANY NAME
's prescribed policy. All employees shall take preventive inoculations and
vaccination.

b) SERIOUS ILLNESS

i. Financial assistance will be provided by COMPANY NAME for serious illness

which may not be limited to hospitalization and prolonged illness but also
includes other illness which requires employees to take prescribed medicines for
a longer period. COMPANY NAME Management will determine, on case to case
basis, what percentage of serious illness cost will be provided to employees.
ii. The office of Chief Executive Officer, COMPANY NAME or Head of Administration
on Chief Executive Officer’s directives may direct any employee at any time to
undergo tests for medical fitness. Employees found unfit at such examinations,
shall be liable to be retired compulsorily, however, after serving him a show
cause notice.