Human Resource Management Policy of PWEDOPosted by: admin | Posted on: March 16, 2020
1. Purpose and Categories of Personnel
The purpose of the Personnel Policy is to set down the policies, conditions, rights and obligations of PWEDO employees subject to their performing of the duties and responsibilities in their respective job descriptions.
From the time of hiring, each employee will have access to this policy, so that he/she can adhere to it with full knowledge and information.
The policies described below may at any time be subject to modification if the Board Members of PWEDO deems it necessary. In such cases, employees will be fully informed of the changes made.
1.2. Categories of Personnel
All personnel working for PWEDO are classified into following types
Employees designate salaried individuals who, after a probationary period, are given ongoing assignments, either part-time or full-time, and are paid on monthly basis. They will be contracted on long-term basis subject to periodic evaluations and performance assessments. They will have the responsibility towards the day to day functioning and/or in any one of more ongoing/prospective projects of the organization.
All the employees of the organization are classified into categories. These categories are as follows:
Women Empowerment Officer
Monitoring and Evaluation Officer
Health and Sanitation Assistant
Consultants are professional experts hired by PWEDO on short-term basis only for the completion of specific tasks and assignments related to PWEDO or one or more of its projects. Separate and limited contracts, defining their job description, timeline, deliverables, reporting procedures and payment details will be issued to consultants. They will be paid on daily/monthly/weekly basis depending upon the nature of their assignment. They will not be considered as full-time or part-time employees of the organization.
2. Volunteers and Personnel Recruitment
Volunteers are individuals who work at PWEDO out of their own choice or have been deputed at PWEDO by other organizations. They will be assigned tasks from time to time as deemed necessary by PWEDO. PWEDO will have a limited contract with volunteers and will not provide any compensation except under special conditions. They will not be considered as full-time or part-time employees of the organization.
2.2. Personnel Recruitment
PWEDO believes in equal employment opportunity to each individual, regardless of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant condition. This policy applies to recruitment and advertising; hiring and job assignment; promotion, demotion and transfer; layoff or termination; rates of pay and benefits; selection for training; and the provision of any other human resources service.
2.3. Notice of Vacant or New Position
It is the responsibility of the Board of Members to fill vacant positions as well as new regular positions and new temporary positions of a duration exceedingly more than six months. The Board must make sure that the positions can be filled under the organizational budget.
For all new positions, a job description shall be established and include the following elements:
- Position summary
- Description of duties and responsibilities
- Conditions of work
Notice of a new or vacant position must be approved by the Board before it is released publicly.
Recruitment for a new or vacant position can be opened to internal and external competition. For external recruitment, positions in the professional category can be advertised publicly through newspapers if they are regular positions, or if there is a limited tendering process for consultation.
2.4. Interview and selection
As a general rule, a selection committee comprising of, at least two members shall be assembled for filling all positions.
The committee will go through the applications received, retaining those that show the best qualifications. It will evaluate each candidate’s application with the help of an evaluation form created beforehand, containing well-defined criteria.
A list of the candidates chosen to be interviewed will be shortlisted by the Selection Committee. The interviews will serve to make a final choice and also to establish a database of potential future candidates.
3. Appointment Letter and Staff Orientation
3.1. Appointment Letter
Any personnel employed with PWEDO will be issued an appointment letter prior to his/her employment by PWEDO. The appointment letter will officially announce his/her position within the organization, the place of assignment and the effective date of employment. The appointment letter will carry annexes, specifying the employee’s job description, terms of reference, salary and benefits and other relevant terms of employment.
3.2. Probationary Period
A probation period of three months shall apply to all new employees from the date of hire. Exceptionally, the probation period may be extended to six months. In case, if a new employee fails to perform in accordance to expectations of PWEDO staff/board, he/she will be given a notice, terminating the contract at the end of the probationary period.
3.3. Staff orientation
All new employees will get an orientation about the organization’s mission and strategies, its structure and the staff within it, the policies and conditions of employment, the internal rules and regulations, etc.
PWEDO believes in attracting and retaining a qualified and effective workforce through a system of payment that is both appealing and fair. All employees of PWEDO are entitled to a basic salary, depending upon their skills, qualification and experience. The basic salary will be mentioned in the appointment letter.
3.5. Salary Increment
Salary increment will be based upon an employee’s position and performance. Increment will be provided to employees on annual basis after their performance evaluation.
Salary increment is calculated on the basis of basic salary of the staff.
4. Employee Salary Benefits
(a) Festival Allowance
All employees shall receive an annual festival allowance equal to one month’s basic salary. Festival allowance will be included in the monthly salary payment of the month preceding the festival.
However, new staff will not receive any festival allowance until the completion of the six-month probationary period. Annual festival allowance for such staff will be on pro rata basis
(b) Provident Fund
All regular employees are expected to set aside 10% of monthly pay to his/her provident fund. PWEDO will contribute the same amount on monthly basis. Both the employee’s and PWEDO’s contributions are deposited in a savings account under the employee’s name. The provident fund can only be withdrawn upon the employee’s resignation/termination from PWEDO.
(c) Compensation against Accident of the staff during Service
In the event that the staff succumbs to an accident while working for PWEDO, i.e. during the office hours or during field trips, he/she is entitled to receive compensation amounting to a maximum of two-month salary of the individual to cover the medical expenses.
4.2. Working Days and Hours
4.2.1. Working Days
PWEDO will follow 6 days a week working schedule from Sunday to Friday. Saturdays is considered non-working day.
Unless otherwise specified, PWEDO will observe the same public holidays as those prescribed by the Government not exceeding 15 days a year. The Executive Director will prepare a calendar of public holidays not exceeding 15 calendar days at the beginning of each fiscal year and circulate it to all staff.
4.2.2. Office Hours
The office shall open from 10 am in the morning till 05 in the evening. All employees are expected to complete 7 working hours daily.
During the winter season, the office hours will be from 10 am to 4 pm.
Various factors, such as workloads, operational efficiency, and staffing needs, may require variations in an employee’s total hours worked each day. In such circumstances, the employee may have to work beyond the scheduled office hours.
Under such circumstances, the staff working overtime is entitled to payment for working overtime and is authorized by its immediate supervisor for the same. However, no overtime compensation will be provided for staff during field trips. The overtime rate will be paid on hourly basis and will be calculated on the basis of the basic salary.
5. Travel Rules & Regulations
Staff members may be asked to travel away from their usual workplaces on authorized missions. The policy on payment of travel allowances adopted by PWEDO applies to all employees regardless of job category or status. It also applies to the consultants, when mentioned in their agreement.
After reimbursable expenses are made, the person making an expense claim shall use the appropriate forms available.
The expenses will not be reimbursed if proper justifying documents (original receipts) are not attached except for per diem. Eligible expenses include:
5.1.1. Per diem
All employees and volunteers are provided per diem to cover the cost of food for each night spent outside the work place as decided and approved by PWEDO.
All employees and volunteers are entitled to claim expenses incurred for accommodation for official trips outside Kathmandu. Maximum claims for accommodation shall not exceed the amount decided by the Executive Board. Claim for accommodation will be reimbursed upon submission of bills/receipts.
5.1.3. Mode of Transport
PWEDO will pay only surface transport as far as possible, i.e. public bus. If any individual is using personal vehicle for PWEDO related work, they can be reimbursed the actual fuel cost based upon the mileage. Some maintenance will also be awarded if required. However, the private transport must be shared by more than one PWEDO member or employee.
6. Leave and Holidays
All employees are entitled to the following leave with pay.
(1) Annual Leave
All employees of PWEDO are entitled to 18 working days off as paid leave per year. This leave is accrued monthly at the rate of 1.5 working days.
(2) Sick Leave
Employees are entitled to 12 working days of sick leave with pay per calendar year. Sick leave is accumulated at the rate of 1 day for every full month worked.
Employees have to present a medical certificate to substantiate claims for sick leave with pay for absences exceeding two successive days.
(3) Maternity Leave
All female employees are entitled to maternity leave of 90 calendar days twice.
(4) Paternity Leave
Male employees are entitled to paternity leave of 11 calendar days twice.
(5) Mourning Leave
In case of death of a parent, or spouse, employees be given mourning leave of 15 days each.
(6) Emergency Leave
Emergency leave is granted to employees for any serious illness of a parent, child or spouse and/or personal. A total of 7 days per year can be allowed for emergency leave.
(7) Leave without Pay
- Leave without pay may be granted to employees up to 36 days per year.
- Leave without pay that is taken for a month or more shall not be counted as time worked, hence no benefits shall accrue to the employees during such period.
- Employees on probation are not entitled to leave with or without pay but can accrue such leave during the probationary period.
- Leave without pay is applicable when the employee has exhausted all his annual and sick leave.
All employees are entitled to 16 days of paid leave due to public holidays. Public holidays are specified in advance by the Executive Director in consultation with staff members.
Employees who are required to work on public holidays are entitled to compensatory day off. PWEDO will keep records of number of hours/days worked by its employees on public holidays. Request for compensatory leave shall be substantiated with this record and approved in advance by the Executive Director.
In the event that a public holiday is declared by the Government on a certain day without prior notice, PWEDO staff cannot consider it a holiday until and unless notified by the Executive Director or the Board. All public holidays are subject to the approval of the Executive Director or the Board.
(1) An employee who is unable to come to the office is required to notify the office of the reason for his/her absence.
(2) Unauthorized absences are grounds for disciplinary action. The following procedures shall apply:
- An employee that has been absent for two consecutive working days without notice nor explanation shall be personally sought of by the Executive Director. He/she shall be asked to put in writing the reason(s) for his/her absence.
- If, after seven consecutive days of absence, the employee continues to fail to give any explanation of the cause of his/her absence, the employee will be considered to have resigned from his/her position.
- In cases where the employee cannot give any satisfactory answer to the cause of his/her absences, in the judgment of the Executive Director, the employee may be subjected to disciplinary action.
7. Staff Movement
(1) Assignments and Transfers
According to project needs, any employee can be transferred temporarily or permanently to any location where PWEDO conducts its activities. The transfer may be the result of a promotion, a change in role due to service requirements or other reasons.
A permanent transfer to a new place of work that includes a new job mandate shall result in a contract renewal. In addition, the employee concerned shall be notified one month in advance of his change in situation.
(2) Interim positions and promotions
An employee may be called on to temporarily perform a job in a higher category. That does not automatically give him the right to the salary and benefits of this position. However, after a reasonable amount of time, PWEDO shall reclassify the employee in the category of the new job or return him/her to his/her former duties.
An employee who receives a promotion can be required to complete a trial period in the new position. If the trial period is successfully concluded, the employee will be reclassified in the new job category and at a salary scale level higher than his former position. If the trial period is not satisfactorily completed, the employee will be reinstated in a position at the same level as his former position.
8. Employee Termination Rules
8.1. Prohibition on Outside Employment and/or Engagement
Full-time regular employees of PWEDO are not allowed to undertake outside employment.
8.2. Termination of Employment
8.2.1. Conditions for Termination
Employees shall lose their jobs under any of the following conditions:
(1) Voluntary Resignation
i. Personnel wishing to resign from post may do so by giving a resignation letter to the Executive Director stating the reasons for resignation and effective date of the same. One month of prior notice is required for such resignations.
ii. The date in which the resignation letter is received at the PWEDO office is considered the date on which notice of resignation is given. Failure to provide sufficient notice may be ground for forfeiture of all accrued employee benefits.
(2) Redundancy of the Position
Depending on the nature and volume of its operation, PWEDO may declare certain positions redundant. Persons occupying those positions will therefore be forced to be separated from PWEDO with proper notice. While doing so, PWEDO will give at least 2 month’s notice in advance.
(3) Termination with Cause Grounds for employee termination are the following:
- Continuing inefficiency and gross negligence of duty.
- Fund embezzlement.
- Misuse of office equipment, and other properties.
- Repeated unauthorized absences and leaves
- Intoxication while on official business or within office premises
- Unauthorized disclosure of official information
When an employee reaches the age of retirement, as decided by the board, the employment relationship comes to an end. PWEDO shall notify the employee by letter, stating the date the employment terminates.
The retiring employee shall receive salary up the date of departure and other allowances such as the Provident Fund, as specified in his/her agreement.
When an employee dies, his/her salary and benefits will automatically be paid to his/her legal heirs.
8.2.2. Procedures for Termination and/or Disciplinary Action
- PWEDO will ask the employee for a written explanation on the offense deemed committed by the employee concerned, identifying the charges against him/her and the particulars of the facts relied upon to support it.
- The employee is given 3 working days to
submit his/her explanations.
Based on the written explanations submitted by the employee concerned and the strength of evidence presented, PWEDO may choose to decide on the charges or pursue further investigation of the case.
- PWEDO can, shall it feel necessary to, suspend the employee in question from duty during the period of investigation subject to the following conditions:
- should the employee be in a position to tamper with the evidence against him/her.
- should the employee’s continuing presence in the organization be deemed inimical to the interest of the organization.
9. Conflict Management
9.1. Conflict Resolution
Whenever a dispute arises among the PWEDO staff, it shall be resolved in a constructive manner, i.e. the solutions shall lead to positive changes. Employees who feel unfairly treated or who have complaints about a situation or about working conditions should notify the Executive Director immediately.
9.2. Staff Behavior
PWEDO expects its employees to adopt attitudes and behavior that maintain the good image of the organization. PWEDO employees shall display an exemplary level of professionalism and integrity.
Furthermore, besides the usual rules every good employee needs to follow (respect, courtesy, punctuality), there are particular procedures of conduct for members of the organization which must be observed.
(1) Political Activities
Since PWEDO is a non-political organization, employees shall not participate in activities of a purely political nature on work premises or during working hours. It is also prohibited to use the organization’s materials for these purposes.
(2) Discrimination and Harassment
Under the principles established by PWEDO, no employee, man or woman, has the right to put pressure on another, make intimate advances, give preferential treatment or show sexual favoritism at work.
(3) Conflict of Interest
To avoid putting themselves in a conflict of interest with the objectives and operations pursued by PWEDO, employees shall respect the following guidelines:
- It is prohibited to use PWEDO property for illegal or unauthorized purposes.
- It is prohibited for any PWEDO employee having confidential information to disclose it without express authorization beforehand.
- Employees cannot at any time accept a job from another employer if this job interferes with their work schedule and their duties and responsibilities.
- Employees shall avoid putting themselves in situations where they may gain profit or derive direct or indirect interest by influencing a contract award.
- Employees cannot solicit or accept tips, gifts, favors or other forms of gratuities for services rendered or required to be rendered in performing their duties within the organization.
10. Settling Grievance
If an employee feels unfairly treated by circumstances that infringe on his/her rights or change his/her employment conditions, he/she should discuss the situation with his/her immediate supervisor. If, after the matter has been discussed and corrective measures taken, an employee feels it has not been satisfactorily settled, he/she can submit a grievance to the Executive Director, who will discuss and provide appropriate solution. All grievances shall be handled internally because there is no recourse to external mediation or arbitration.
11. Performance Evaluation and Skill Training
11.1. Performance Evaluation System
The performance evaluation system is a means by which PWEDO can increase its efficiency and that of its employees. The purpose of the system is for the organization to fulfill its mission by attaining its objectives and for employees to grow and feel fulfilled through proactive performance supervision.
The system enables, among other things, the harmonizing of individual employee objectives with those of the organization, the measuring of employee potential and work performance and the support of employee improvement by working with them on their development needs.
- The annual performance evaluation seeks specifically to:
- promote communication between employees and their supervisors
- clarify expectations concerning objectives and performance
- improve employee performance through on-going monitoring and feedback
- assess and reward individual performance
- allow employees to express their career aspirations.
The performance evaluation focuses on the individual employee in relation to the tasks and responsibilities assigned to him. It is not necessarily a comparison of one employee’s performance with that of another. Thus, the employee’s work performance is to be assessed in relation to absolute procedures, that is, according to the evaluator’s performance criteria and not according to relative procedures.
The performance evaluation also allows PWEDO to assess the quality of human resources in their department or organization, note important information concerning expectations and needs and clarify decisions concerning transfers or work assignments.
11.2. Elements of the Performance Evaluation System
A performance evaluation system is composed of three main stages that generally take place over a period of a year:
(1) Performance planning
The performance planning stage enables employees and supervisors to come to an agreement on what is to be accomplished during the year and how it will be carried out. The following procedures and tools are used to facilitate this stage:
a) Job description or list of duties
Each employee must have an up-to-date job description defining the purpose of the work and the responsibilities involved.
b) Setting of objectives
For each key responsibility associated with a position, at least one objective should be established for a particular period. The objectives should be clear and quantifiable, and the assessment criteria should be mentioned.
c) Individual action plan
The individual action plan is a planning tool used to specify the steps to be taken to achieve the objectives set beforehand. The action plan should be prepared jointly with the immediate supervisor. It may also involve new initiatives facilitating improved productivity or personal capacity development.
(2) Performance Monitoring and Management
Staff performance and productivity should be managed on an on-going basis throughout the year. The following elements, among others, are involved:
a) On-going Supervision
This means taking the time to observe, examine sources of difficulty and seek solutions.
b) Regular Communication
This involves regular exchanges so that employees can receive feedback about their performance and receive the necessary supervision.
c) Periodic Evaluation
This involves formal, scheduled meetings between an employee and supervisor to discuss activities carried out, end results and the adjustment of the action plan and objectives, if necessary. A minimum of one meeting every six months is suggested to ensure satisfactory results.
11.3. Annual Performance Evaluation
The annual performance evaluation is the analysis, based on documentation from previous stages of the process, of an employee’s work record. The evaluation addresses two fundamental questions. The first relates to the past and involves verifying what was accomplished qualitatively and quantitatively during the year. The second relates to the future and consists of identifying means to be considered to ensure the employee continues to grow and develop.
The performance evaluation form should include all the sections needed for the evaluation. This includes a section relating to performance evaluation in relation to the objectives established at the outset and in relation to the responsibilities of the position, a section that specifies or targets what is needed for the employee’s development and finally a section allowing the employee and the evaluator to express their comments and affix their respective signatures. The form should also include a performance level classification and a definition of each of these levels.
The annual performance evaluation does not have any financial impact on salaries. It is first and foremost a tool to evaluate the employee’s performance and take remedial action if necessary.
11.4. Skill Training and Professional Development
Depending on available funds, PWEDO should foster the professional development of its employees in order to be as effective as possible in its activities. The training programs chosen should address the actual needs identified and expressed during performance evaluation sessions.
As part of the staff and organizational development activities, PWEDO may at times decide to send a designated staff person for trainings and/or further studies both abroad as well as at local level. PWEDO will bear the full/partial costs of the trainings/studies for this. However, the designated staff sponsored for the trainings/studies is required to sign a bond with PWEDO that requires him/her to complete the full tenure of working with the organization.