Your SlideShare is downloading. ×
Employee handbook -head_office
Upcoming SlideShare
Loading in...5
×

Thanks for flagging this SlideShare!

Oops! An error has occurred.

×
Saving this for later? Get the SlideShare app to save on your phone or tablet. Read anywhere, anytime – even offline.
Text the download link to your phone
Standard text messaging rates apply

Employee handbook -head_office

7,136

Published on

0 Comments
3 Likes
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total Views
7,136
On Slideshare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
458
Comments
0
Likes
3
Embeds 0
No embeds

Report content
Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
No notes for slide

Transcript

  • 1. EMPLOYEE HANDBOOK HEAD OFFICE Head Office & Factory Address: Ras Al Khaimah- U.A.E P.O. Box: 31508 Tel: + 9717 244 7464 Fax: + 9717 244 7277 Email: Info@mabanisteel.ae Website: www.mabanisteel.com
  • 2. HEAD OFFICE EMPLOYEE HANDBOOK TABLE OF CONTENTS PURPOSE OF EMPLOYEE HANDBOOK...................................................................... 6 COMPANY HISTORY ...................................................................................................... 7 OUR VISION & MISSION STATEMENTS ..................................................................... 8 OUR EMPLOYMENT PHILOSOPHY ............................................................................. 9 EQUAL EMPLOYMENT OPPORTUNITY ................................................................... 10 CHAPTER 1 - EMPLOYMENT AT MABANI STEEL ............................................. 12 1.1 DURATION OF YOUR EMPLOYMENT CONTRACT ..................................... 12 1.2 RESIDENCE VISA PROCESSING...................................................................... 12 1.3 JOINING PROCEDURES..................................................................................... 12 1.4 PROBATIONARY PERIOD................................................................................. 13 1.5 PERSONAL RECORD & FILE ............................................................................ 13 1.6 PAYROLL PROCEDURES .................................................................................. 14 1.7 EMPLOYMENT OF FAMILY MEMBERS ......................................................... 15 1.8 HOURS & PLACE OF WORK ............................................................................. 15 1.9 LUNCH BREAK & CANTEEN AREA................................................................ 15 1.10 MOSQUE & ABLUTION FACILITIES ............................................................... 16 1.11 APPLY FOR A TELEPHONE LINE .................................................................... 16 1.12 OBTAIN A DRIVING LICENSE ......................................................................... 17 CHAPTER 2 - CODE OF CONDUCT ......................................................................... 19 2.1 DRESS CODE & APPEARANCE AT WORK .................................................... 19 2.2 DRESS DOWN DAY ............................................................................................ 19 2.3 ATTENDANCE & TARDINESS............................................................................ 20 2.4 PREVENTAION OF BULLYING IN COMPANY’S PREMISES ...................... 21 2.5 ALCOHOLIC BEVERAGES & ILLEGAL DRUGS ............................................ 21 2.6 SEXUAL HARASSMENT.................................................................................... 22 2.7 CONFIDENTIAL INFORMATION ...................................................................... 22 2.8 PERSONAL PROPERTY ..................................................................................... 23 2.9 COMPANY PROPERTY ....................................................................................... 23 2.10 CUSTODIAN OF PERSONNEL FILES .............................................................. 23 Date of Issue: July -2008 2 Last Revision: April- 2009
  • 3. HEAD OFFICE EMPLOYEE HANDBOOK 2.11 EMAIL POLICIES ................................................................................................ 24 A. COMPANY EMAIL ADDRESS........................................................................... 24 B. PROHIBITED EMAIL CONTENT ...................................................................... 24 2.12 INTERNET ACCESS POLICIES ......................................................................... 24 A. PROCEDURE FOR OBTAINING INTERNET ACCESS ................................... 25 B. RESTRICTIONS ON USE .................................................................................... 25 C. SECURITY OF INFORMATION ......................................................................... 25 2.13 GENERAL CODE OF CONDUCT.......................................................................... 26 CHAPTER 3- COMPENSATION, BENEFITS & GRADING STRUCTURE ........ 28 3.1 GRADING STRUCTURE AT MABANI STEEL ................................................ 28 3.2 EMPLOYEE’S CONTRACT STATUS ................................................................ 29 1. FAMILY STATUS ................................................................................................ 29 2. MARRIED STATUS ............................................................................................. 29 3. SINGLE STATUS ................................................................................................. 29 3.3 SALARY STRUCTURE & COMPENSATION................................................... 30 3.4 ANNUAL AIR TICKET........................................................................................ 30 3.5 INSURANCE SCHEMES ..................................................................................... 31 3.6 CLINIC FACILITIES ............................................................................................ 31 3.7 OVERTIME ........................................................................................................... 32 3.8 MOBILE ALLOWANCE ...................................................................................... 32 3.9 PETROL ALLOWANCE ...................................................................................... 32 3.10 COMPANY VEHICLE ......................................................................................... 33 CHAPTER 4 - INCENTIVE PLANS ............................................................................ 35 4.1 RECOGNITION PROGRAMS ............................................................................. 35 4.2 DEVELOMENT OF PLAN................................................................................... 35 4.3 TYPES OF AWARDS ........................................................................................... 35 CHAPTER 5- LEAVE POLICY ................................................................................... 38 5.1 TYPES OF LEAVES ............................................................................................. 38 A. VACATION LEAVE............................................................................................. 38 B. SICK LEAVE ........................................................................................................ 39 C. ACCIDENT LEAVE ............................................................................................. 39 Date of Issue: July -2008 3 Last Revision: April- 2009
  • 4. HEAD OFFICE EMPLOYEE HANDBOOK D. MATERNITY LEAVE .......................................................................................... 40 LEAVE OF ABSENCE .................................................................................................... 40 E. HAJ LEAVE .......................................................................................................... 40 5.2 LEAVE PROCEDURES ....................................................................................... 41 5.3 VACATION AIRTICKET PROCEDURES.......................................................... 41 5.4 PUBLIC HOLIDAYS ............................................................................................ 42 CHAPTER 6 - BUSINESS TRIP POLICY .................................................................. 44 6.1 PROCEED A BUSSINESS TRIP............................................................................ 44 6.2 ARRANGMENTS OF HOTEL AND AIRTICKET ............................................. 45 6.3 PER DIEM & REIMBURSEMENT OF EXPENSES.......................................... 45 6.4 PROCEDURED OF EXPENSES CLAIM ............................................................ 45 CHAPTER 7- TERMINATION OF EMPLOYMENT ............................................... 47 7.1 TERMINATION OF CONTRACT ....................................................................... 47 1.2 NOTICE PERIOD ................................................................................................. 47 7.3 END OF SERVICE BENEFITS ............................................................................ 48 7.4 EMPLOYEE EXIT PROCEDURES ..................................................................... 49 7.5 EXIT INTERVIEW ............................................................................................... 49 7.4 REPATRIATION .................................................................................................. 49 7.3 DEATH OF EMPLOYEE...................................................................................... 50 CHAPTER 8- PERFORMANCE APPRAISAL .......................................................... 52 8.1 APPRAISAL OBJECTIVES ................................................................................. 52 8.2 APPRAISAL TIMEFRAME ................................................................................. 52 8.3 APPRAISAL PROCESS ....................................................................................... 53 8.4 APPRAISAL FEEDBACK.................................................................................... 53 8.6 APPRAISAL METHODS ..................................................................................... 54 8.7 EMPLOYEE’S CHANGE OF STATUS ............................................................... 54 A. SALARY INCREASE ........................................................................................... 54 B. PROMOTION........................................................................................................ 55 C. DEMOTION .......................................................................................................... 55 D. JOB ROTATION ................................................................................................... 55 E. CHANGE OF STATUS......................................................................................... 56 Date of Issue: July -2008 4 Last Revision: April- 2009
  • 5. HEAD OFFICE EMPLOYEE HANDBOOK CHAPTER 9- TRAINING & DEVELOPMENT......................................................... 58 9.1 DEVELOPING TRAINING PROGRAM ............................................................. 58 9.2 ASSESSING TRAINING PROGRAM ................................................................. 59 9.3 EVALUATING TRAINING PROGRAM ............................................................ 59 9.4 BONDING POLICY.............................................................................................. 59 CHAPTER 10- WORK PLACE SAFETY & SECURITY ......................................... 62 10.1 FIRE FIGHTING & PROTECTION ..................................................................... 62 10.2 FIRST AID............................................................................................................ 63 10.3 COMPUTER ERGONOMICS .............................................................................. 63 10.4 SMOKE FREE WORKPLACE ............................................................................. 63 10.5 REPORTING INCIDENTS ................................................................................... 64 10.6 INCIDENT REVIEW PROCESS.......................................................................... 64 CHAPTER 11- DISCIPLINARY RULES & GRIEVANCE ...................................... 67 11.1 DISCIPLINARY RULES ...................................................................................... 67 11.2 GRIEVANCE PROCEDURES ............................................................................. 68 Date of Issue: July -2008 5 Last Revision: April- 2009
  • 6. HEAD OFFICE EMPLOYEE HANDBOOK PURPOSE OF EMPLOYEE HANDBOOK This Handbook is prepared for informational purposes to describe basic information about the history, philosophy, benefits, employment practices and policies of Mabani Steel. It is not designed to provide specific practices or policies for every situation. Questions concerning specific practices, policies, or how general rules apply should be discussed with your Human Resource department directly or through your supervisor. Company’s policies, benefits and rules can and does change from time to time as business needs, employment legislation and economic conditions dictate. Every effort will be made to keep you informed of changes through suitable lines of communication. However, company retains the right to delete, suspend, revise or discontinue any policies, procedures, or benefits in whole or in part, at any time, with or without notice. You are responsible for reading and understanding the information in this Handbook. If you are unclear or desire further clarification on any information, please discuss the matter with your supervisor or contact HR department. It is worthwhile to familiarize yourself with its contents. Date of Issue: July -2008 6 Last Revision: April- 2009
  • 7. HEAD OFFICE EMPLOYEE HANDBOOK COMPANY HISTORY Mabani Steel is majority owned by the Al Rajhi Investment Group (ARIG) Companies and Raed Al Mashal Business Group. Al Rajhi is one of the ten largest business groups in Saudi Arabia and one of the top five Saudi investors in the UAE. Al Mashal is a prominent and reputable Saudi Business Group. Mabani Steel LLC is a designer, manufacturer and erector of: • Pre-Engineered Steel Buildings • Hot Rolled Steel Buildings • Hot Rolled Steel Structures (Structural Steel) The company’s Head Office and Main Factory are located in the Ras Al Khaimah Emirate of the United Arab Emirates (UAE). The company undertakes the erection of its products for select Customers in select areas (sales territories) and executes the erection using its own in-house erection staff, specialized erection companies or a combination of both. The UAE factory has been built, from the start, with the following monthly production capacity: • 6000 metric tons (MT) of Pre-Engineered Steel Buildings (PEB’s) • 2000 MT of Hot Rolled Members Sales are made through primary and secondary area offices, some of which are registered as LLC Construction Companies. Mabani Steel currently has primary area sales offices in each of Abu Dhabi, Dubai, Ras Al Khaimah and Riyadh and secondary sales offices in Muscat (Oman). Additional primary area offices are planned for Dammam, Jeddah and Doha (Qatar) during 2008. To find more information about Mabani Steel LLC please visit www.mabanisteel.com Date of Issue: July -2008 7 Last Revision: April- 2009
  • 8. HEAD OFFICE EMPLOYEE HANDBOOK OUR VISION & MISSION STATEMENTS At Mabani Steel our passion for Pre-Engineered Steel Buildings (PEB’s) extends beyond success and profitability. We desire to make everyone aware of the remarkable features and attributes of the PEB System and what makes it the most affordable and flexible building system to construct any non-residential low rise (up to Ground + 3 + roof) building. Our vision is to create a great global building systems company that attracts outstanding Employees, Suppliers and Customers and provides building solutions and is recognized by Consultants, Contractors and Owners (and Competitors) as the most trusted, most transparent and most ethical manufacturer of Pre-Engineered Steel Buildings in the Middle East, South Asia, Central Asia and Africa. Our mission is to: • Recruit people who share our vision and our values, and we will develop them to reach their highest potential through continuous training, skills development and empowerment. • Develop new (and support existing) Certified Builders (Specialized PEB Contractors) who will undertake the turnkey construction of our buildings with the same enthusiasm, attention to detail and transparency that we so much value. • Interact continuously, formally and informally, with our Customers with the aim of fine- tuning our products, systems and procedures in a way that optimizes and simplifies our joint offering to End-users. • Implement leading edge advanced technology whenever such technology results in a higher quality product, a faster order fulfillment cycle and a better overall value to our Customers; • Comply with the latest U.S. design and building codes that are applicable to our products. • Provide a level of service and transparent Customer engagement that is so untypical in our target markets. • Develop the best technical literature in our industry with the aim of making our products the easiest to understand and the easiest to erect. • Conduct regular technical orientation seminars to Consultants, Contractors and Government Approval Authorities to increase their awareness of our products, familiarize them with all the stages of the order fulfillment process and above all we will teach them how to specify more economical pre-engineered steel buildings and steel structures by becoming fully aware of the factors that affect their economy and speed of delivery Date of Issue: July -2008 8 Last Revision: April- 2009
  • 9. HEAD OFFICE EMPLOYEE HANDBOOK OUR EMPLOYMENT PHILOSOPHY We realize that our strength and future growth depend directly upon the contribution made by every employee of our Company. We also know that high productivity and efficiency result from individual job satisfaction and security. Our policy, therefore, will be to be frank, fair, and honest with every employee and to respect his rights as an individual. We shall continue to strive to achieve mutual respect in our working relationship at all times. To achieve these goals we will strive to provide: 1. Qualified and experienced supervision in all work areas. 2. Fair compensation and reward programs 3. The opportunity to advance by development and training programs leading to increased knowledge and skill. 4. Promotional opportunities based on your performance and ability communicated effectively within the Company. 5. Prompt, courteous, and careful attention to employees' problems and questions. 6. Safe, well-maintained, and healthful working conditions. 7. Comprehensive human resources programs including wages, benefits, and working conditions. Date of Issue: July -2008 9 Last Revision: April- 2009
  • 10. HEAD OFFICE EMPLOYEE HANDBOOK EQUAL EMPLOYMENT OPPORTUNITY It is the policy and intent of Mabani Steel to provide equal employment opportunity without regard to race, creed, color, religion, national origin, sex, age, marital status, disability or veteran status. This policy applies to all areas of employment including recruitment, hiring, development, promotion, transfer, termination, layoff, compensation benefits, and all other conditions and privileges of employment in accordance with applicable UAE Federal Law. Mabani Steel is committed to provide a learning, working and social environment in which the rights and dignity of all its employees are respected. It is free from discrimination, prejudice, intimidation, and all forms of harassment. As Part of the Team As a member of Mabani Steel team, you will be expected to do your job well, and to contribute your talents and energies to improve the environment and quality of the Company, as well as the Company's products/services. You, as an employee of Mabani Steel, are a valuable asset of this organization. Your supervisor is very important to your progress at the company; therefore, your day-to-day contact with your supervisor gives you a chance to receive guidance and counsel regarding your assignments and the progress you make on your job. Good Luck! Date of Issue: July -2008 Last Revision: April- 2009
  • 11. HEAD OFFICE EMPLOYEE HANDBOOK CHAPTER ONE EMPLOYE MENT AT MABANI STEEL Date of Issue: July -2008 1 11 Last Revision: April- 2009
  • 12. HEAD OFFICE EMPLOYEE HANDBOOK 1.1 DURATION OF YOUR EMPLOYMENT CONTRACT Once you join the team, you will receive a legal employment contract which specifies and set out the terms and conditions of your employment in details. The official employment contract is drafted in English and Arabic and governed in accordance with the Labor Law for unlimited period. You will be required to sign three copies of your contract. Human Resource department will provide you with one copy after obtaining attestation from authorities. 1.2 RESIDENCE VISA PROCESSING You will be required to undergo medical tests for communicable diseases and finger print at police station to obtain a clearance certificate for criminal background. Company is responsible to process all work permits and residency permits for you at company cost including employment visa, medical, finger print, one way joining ticket ( for overseas recruitment) and other relevant costs. A residence visa is valid for a period of three years and is renewable after expiration of this period. If you terminates the employment contract before completion of one year of services with the company you will be obligated to compensate company the entire visa processing cost which were occurred during your employment & residence visa processing. 1.3 JOINING PROCEDURES o Upon arrival, you will be asked to provide Human Resource department with some information and documents for the purpose of completing your personal file. In addition you will be required to fill HR relevant forms such as “Employee Information Form” and “Beneficiary Letter” for the purpose of medical and life insurance coverage. o To finalize the processing of your residence visa, you are required to provide Human Resource department with your original passport, original employment visa which you Date of Issue: July -2008 12 Last Revision: April- 2009
  • 13. HEAD OFFICE EMPLOYEE HANDBOOK received at the airport and 16 passport size photographs with white background. Date of Issue: July -2008 13 Last Revision: April- 2009
  • 14. HEAD OFFICE EMPLOYEE HANDBOOK o You will be scheduled by Human Resource department to undergo medical test and police finger print which are final steps in processing your residency. o For the safety purpose, your original passport will be held under Human Resource department custody. You shall receive it when preparing for annual leave or at the time of separation. o As per company policy you are eligible to request for salary advance which may assist you in settling down and affording some of your initial expense. The amount of advance will be paid as per HR policies and management discretion and will be deducted from your first salary. 1.4 PROBATIONARY PERIOD As stipulated in your job offer and employment contract, you will be under probation for the period of 3 months. The Probationary period starts from the first day of your employment with Mabani Steel. If you / company terminate the employment contract during the probationary period, you shall be entitled to payment of basic salary and over time (if any) until the last day of employment with the company. 1.5 PERSONAL RECORD & FILE Keeping your personnel records current can be important with regard to pay, benefits, communications, and other matters. Please keep Human Resource department updated about any changes which may occur in your personal information such as: o Legal Name / Surname o Home address & Telephone number o Person to contact in case of an emergency o Marital Status & Number of dependents o Change of beneficiary Life insurance benefit and any other benefits that you or your family may receive could be negatively affected if the information in your personnel file is incorrect. Date of Issue: July -2008 Last Revision: April- 2009
  • 15. HEAD OFFICE EMPLOYEE HANDBOOK Human Resources Department maintains personnel files in the strictest confidence. All important job-related documents should be in the file, including: o job application and updated resume o offer of employment o Copy of educational Certificates ( if any) o job description for the position o performance appraisal form o forms relating to employee benefits o forms providing next of kin and emergency contacts and beneficiary letter o Employment certificates issued to employee during the employment o Leave record o Work place attendance record o Warnings and/or other disciplinary actions letters or forms and so on. 1.6 PAYROLL PROCEDURES o Your supervisor is responsible for maintaining accurate and complete records of hours th you worked and will forward your time card to Human Resource department before 24 th th of each month. Your overtime will be paid from 25 to 24 of each month. st th o You will be paid by cash or through bank between 1 to 5 of every month. If the scheduled payday falls in public holiday, every effort will be made to have your salary available on the preceding workday. o All required deductions will be withheld automatically from your salary and you will be th notified by receiving your pay slip before 5 of every month. o Funds you owe to the Company will be deducted from your salary according to the terms and conditions agreed upon at the time of your advance or loan from the Company. o Please review your pay slip for errors. If you find a mistake, report it to Human Resource department immediately. HR personnel will assist you in taking the steps necessary to correct the error. Date of Issue: July -2008 Last Revision: April- 2009
  • 16. HEAD OFFICE EMPLOYEE HANDBOOK 1.7 EMPLOYMENT OF FAMILY MEMBERS Mabani Steel has no prohibition against hiring any of your relatives but there are concerns that employment of relatives in the same area or department may impact departmental functioning. To minimize potential issues with regard to relatives working together, a family member should not have supervisory responsibilities for another family member. The family relationship should be disclosed before selection or hiring. 1.8 HOURS & PLACE OF WORK You are required to work from Sunday to Thursday from 8 am to 6 pm including 30 minutes lunch break. Time spent proceeding from place of living to work place does not form part of the working hours. During the month of Ramadan, the working hours are reduced by 2 hours per day according to U.A.E Federal law. Your place of work is located in Ras Al Khaimah – UAE but company may require you to work at any other location or traveling inside/outside UAE to fulfill your duties. 1.9 LUNCH BREAK & CANTEEN AREA Mabani Steel has provided hygienic canteen area to be used by head office employees during lunch break. Please note that consuming food in office areas is strictly prohibited. Food must be consumed in the canteen only. Your food must be contained in sealed containers, placed in plastic bags and should stored in your workstation drawers to avoid smell from spreading and also to eliminate clutter in the offices. Date of Issue: July -2008 Last Revision: April- 2009
  • 17. HEAD OFFICE EMPLOYEE HANDBOOK After lunch all unused food should be discarded in the large trash cans provided in the canteen. The containers must be re-sealed and placed in the same plastic bags whose exterior should remain clean. If you order food to be delivered to Mabani Steel, you should make sure that the food is delivered directly to the canteen. The receptionist will not allow any food to be delivered to the head office. 1.10 MOSQUE & ABLUTION FACILITIES Mabani Steel has set up Mosque and Ablution areas to meet Muslims expectations in praying times during working hours. These facilities are located next to canteen area and used only by gentlemen. The maximum time for each pray is 15 minutes; the employee should ensure that his direct supervisor is informed when he is gone for praying. 1.11 APPLY FOR A TELEPHONE LINE It can take from 30 minutes to two hours to process an application at ETISALAT (Emirates Telecommunication Services). ETISALAT is open from 8.00 am to 5.00 pm – Sunday to Thursday. Following documents are required at the time of submission of your application: o a passport copy including UAE residence visa page o a copy of your Tenancy contract which must be under your name o Duly filled in form obtained from ETISALAT o Required fees by ETISALAT Further information can be obtained from: www.etisalat.ae Date of Issue: July -2008 Last Revision: April- 2009
  • 18. HEAD OFFICE EMPLOYEE HANDBOOK 1.12 OBTAIN A DRIVING LICENSE Once your residence visa is stamped in your original passport you will be able to apply for a driving license. The Police Traffic Department has made certain nationalities eligible to convert their driving license upon obtaining UAE residency. For further information in this regard you may contact Traffic Department directly. Note: an International Driving License is valid for use ONLY up to the date on which you obtain your Residence Visa. Following documents are required by Police Department at the time of submission of your application: o One passport copy including UAE residence visa page o Four passport size photographs with white background o Police certificate to be issued from the Finger Printing Police Center o No Objection Letter from the Sponsor to be requested from Mabani Steel To obtain further information on above, please feel free to contact HR department any time. Date of Issue: July -2008 Last Revision: April- 2009
  • 19. HEAD OFFICE EMPLOYEE HANDBOOK CHAPTER TWO CODE OF CONDUCT Date of Issue: July -2008 1 18 Last Revision: April- 2009
  • 20. HEAD OFFICE EMPLOYEE HANDBOOK It is the policy to observe that all U.A.E laws & regulations are applicable to the company. All employees are expected to demonstrate high standards of business ethics and professional integrity. Employees are the company’s representatives and it is expected that they should fully comply with the law and perform in a manner that reflects favorably on the company’s reputation. 2.1 DRESS CODE & APPEARANCE AT WORK The Company's objective in establishing a business casual dress code is to allow our employees to work comfortably in the workplace. Yet, we still need our employees to project a professional image for our customers, potential employees, and community visitors. Business casual dress is the standard for this dress code. Because all business casual clothing is not suitable for the office, below guidelines will help you determine what is appropriate to wear at work. o Clothing that works well for the beach, yard work, dance clubs, exercise sessions, and sports contests may not be appropriate for a professional appearance at work. o Clothing that reveals excessive cleavage, back, chest, feet, stomach or undergarments is not appropriate for a business setting. o Clothing should be pressed and never wrinkled. Torn, dirty, or frayed clothing is unacceptable. o All seams must be finished. Any clothing that has words, terms, or pictures that may be offensive to other employees is unacceptable. This includes images that are political or religious in nature, are sexually provocative, use profanity or are insulting of other employees. Clothing that has the Company logo is encouraged. 2.2 DRESS DOWN DAY Thursdays have been formally designated by the Company as a dress down day. On this days jeans and other casual approach to dressing, although never potentially offensive to others, are allowed. Date of Issue: July -2008 19 Last Revision: April- 2009
  • 21. HEAD OFFICE EMPLOYEE HANDBOOK 2.3 ATTENDANCE & TARDINESS On time attendance is an expectation of all employees. Daily attendance is especially important for employees whose customers and coworkers have the expectation of on-time delivery of services. o Emergency personal time is made available to you for unscheduled events as personal illness, immediate family member illness, doctor appointments and etc which must be approved by department head before you leaves the workplace. o By the end of each month, your attendance report will be monitored by Human Resource department to ensure completion of required working hours. o There will be a salary deduction if you attend the workplace later than normal working hours, unless missed times is made up later. o If you are late and are not able to be present at the workplace on time, you must you’re your direct manager /supervisor not later than sixty minutes after the start of normal working hours. If the supervisor/ manager are unavailable, you may leave a message with a phone number where you can be reached with the receptionist. Failure to call is considered leave without pay. o When possible, within the normal schedule, you may make up any time missed during the week in which the time was missed. You must have the permission of your department manager to make up time and Human Resource department should be informed. o Where a time attendance machine is available, you are required to punch in /out on daily base. o If you miss a punch, you should inform Human Resource department immediately, otherwise you will be considered absent from work. Life events can interfere with work attendance. However, in order to operate the business in an orderly and efficient manner, employees need to use as few emergency personal hours as are necessary and to avoid absenteeism. Disciplinary action will be taken against an employee who overuses emergency personal time and unscheduled leave. Date of Issue: July -2008 20 Last Revision: April- 2009
  • 22. HEAD OFFICE EMPLOYEE HANDBOOK 2.4 PREVENTAION OF BULLYING IN COMPANY’S PREMISES Workplace bullying which can be defined as the repeated less favorable treatment of a person by another or others in the workplace or company accommodation, which may be considered unreasonable and inappropriate workplace practice, is strictly prohibited. It includes behavior that intimidates, offends, degrades or humiliates your co-worker, roommate or supervisor. Bullying behaviors can be verbal, physical, social or psychological (including offensive messages through the use of SMS and email). Mabani Steel is committed to ensure that all employees are treated with dignity and respect. This will be Human Resources department responsibility to takes proper action to prevent and respond to bullying in workplaces in accordance with Federal Law and company’s objectives and policy. Your direct supervisor is responsible to ensure that appropriate instruction and information are provided to you to support this policy and promote your awareness on the standard professional behaviors and respect towards others. 2.5 ALCOHOLIC BEVERAGES & ILLEGAL DRUGS The possession, consumption or sale of alcoholic beverages in workplace and or company accommodation is strictly prohibited “Alcoholic beverage" includes alcohol, spirits, liquor, wine, beer, and every liquid or solid containing alcohol, spirits, wine or beer, and which contains one-half of 1 percent or more of alcohol by volume and which is fit for beverage purposes either alone or when diluted, mixed, or combined with other substances Similarly, illegal drugs are prohibited on the company premises. If you are found under the influence of illegal drugs or found buying, selling or possessing narcotics on the company’s premises you will be immediately dismissed. Date of Issue: July -2008 21 Last Revision: April- 2009
  • 23. HEAD OFFICE EMPLOYEE HANDBOOK 2.6 SEXUAL HARASSMENT Sexual harassment occurs when one employee makes continued, unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature, to another employee, against his /her wishes. Sexual harassment can occur in a variety of situations. o The employee harassing another employee can be an individual of the same sex. Harassment does not imply that the perpetrator is of the opposite sex. o The harasser can be the employee's supervisor, manager, customer, coworker or supplier. o Any individual, who is connected to the employee's work environment, can be accused of harassment. o The victim of the harassment is not just the employee who is the target of the harassment. Other employees who observe or learn about the harassment can also be the victims. Anyone who is affected by the conduct can potentially complain of sexual harassment. If you experience harassment at workplace, you must ask the perpetrator to stop, that the advances or other unwanted behaviors are unwelcome. If you feel it necessary, you may complain to your direct supervisor / the Human Resources department for an immediate investigation. The company has legal, ethical and employee relations obligation to thoroughly investigate the charges and take action accordance with the federal law. 2.7 CONFIDENTIAL INFORMATION Confidential information belonging to the company which you may obtain in the course of employment must not be disclosed to persons outside the company nor used for one’s own personal benefit or for the benefit of others during and after employment. You are under contractual agreement not to divulge information about the organization’s business, customers, products, services, systems, business’s plan, or any other confidential matters. Date of Issue: July -2008 22 Last Revision: April- 2009
  • 24. HEAD OFFICE EMPLOYEE HANDBOOK The above are a set of general guidelines. You are encouraged to refer queries to your supervisor or Human Resource department to seek clarification and guidance in specific cases whenever you are in doubt. 2.8 PERSONAL PROPERTY The company provides you with requires facilities such as closet to keep your personal property. The company does not accept responsibility or make reimbursement for lost or stolen property. The valuables shall be kept in lockers or take away to ensure their safety. 2.9 COMPANY PROPERTY In case of termination of your employment contract, you shall return the company property such as files, documents, equipments, vehicle and whatsoever which may be in your possession relate in any way to the business or affairs of the company. The company property shall be retained prior to the financial settlement with the company. 2.10 CUSTODIAN OF PERSONNEL FILES The human resource department is the custodian of personnel files. You must ensure that your Human Resource department is advised of the changes in your personal status. Up to date information will assist Human Resource department to contact the right person is case of any emergency. The following information should always be current in your personal file: • Your address and telephone number • Marital status and children • Beneficiary personal details and copy of his/her identity card Date of Issue: July -2008 23 Last Revision: April- 2009
  • 25. HEAD OFFICE EMPLOYEE HANDBOOK 2.11 EMAIL POLICIES These following policies must be complying by you when provided with access to certain internet and intranet services of the company, including email, computer and laptop. A. COMPANY EMAIL ADDRESS IT department will create an email address to assist you for performing business related activities. The company email usage is given only for business related activities and not for your personal use. The email account and all information transmitted through your email account are property of the company and shall be considered to be company’s records. The contents of the company email account shall be accessible to the management at all the times if required without giving any notice to you. B. PROHIBITED EMAIL CONTENT You are not permitted to transmit any email over the company systems that contain an illegal, defamatory, insulting, vulgar, rude, disruptive, offensive, harmful or immoral content. Prohibited transmissions include but are not limited to sexually – explicit or sexually oriented materials, cartoons or illustrations, jokes, romantic oriented materials, anything that could be deemed to be sexually harassing , any sexual innuendos or references, propositions of love, whether wanted or unwanted , ethnic or racially oriented references or slurs, or any other materials that could be considered by the recipient to constitute sexual harassment or harassing or disparaging based upon sex, sexual orientation , race, ethnicity, national origin or religious or political beliefs or practices. 2.12 INTERNET ACCESS POLICIES The company offers internet services as an operational tool if the nature of your job requires. It is the philosophy of the company that these services can be used to enhance the productivity of employees and further the efficient accomplishment of tasks that benefit the business and Date of Issue: July -2008 24 Last Revision: April- 2009
  • 26. HEAD OFFICE EMPLOYEE HANDBOOK prospects of the company. Date of Issue: July -2008 25 Last Revision: April- 2009
  • 27. HEAD OFFICE EMPLOYEE HANDBOOK A. PROCEDURE FOR OBTAINING INTERNET ACCESS The followings are the procedures for obtaining approval of internet access using the company’s facilities: 1. You should submit a request through email or written letter for internet access. The request should include a description of the valid reason why internet access is necessary to fulfill your job functions as well as the scope of access that is being requested. 2. The completed request must be sent to IT department with your department head‘s approval. 3. IT department shall provide the access after reviewing the request and consult your department’s head if required. B. RESTRICTIONS ON USE Any access to internet which is approved will be subject to the following policies and conditions whether or not they are referenced in any approval for access. o Approval granted shall be deemed to impose certain responsibilities on you. o No access shall be for personal reasons or personal browsing. Access shall only be permitted within the parameters for which approval was granted. o Access in only permitted for reasonable business purposes and for furthering the interests of the company. o The company has right to monitor and inspect the computer systems, history files, and other aspects of the company’s computers and communication using property of the company. o These policies shall apply equally to all employees’ use of internet and computer technology. C. SECURITY OF INFORMATION You should use internet with sensitivity to the need to protect confidential and proprietary information of the company. You must always assume with regard to each transmission of data, that the internet does to provide adequate measures to protect the security and confidentiality of items that are transmitted. Date of Issue: July -2008 26 Last Revision: April- 2009
  • 28. HEAD OFFICE EMPLOYEE HANDBOOK You must take all steps necessary to protect the confidential, proprietary and trade secret information of the company. 2.13 GENERAL CODE OF CONDUCT Active involvement in outside organizations (social, political, etc.) which may influence your performance negatively should be disclosed and whenever practicable must be avoided. Under no circumstances should you accept or offer any form of commission or bribe, in cash or in kind. You must not be involved in any situation that may result in “conflict of Interest” in order to ensure that you have not obtained any personal benefit at the cost of the company. Date of Issue: July -2008 27 Last Revision: April- 2009
  • 29. HEAD OFFICE EMPLOYEE HANDBOOK CHAPTER THREE COMPENSAT ION, BENEFITS & GRADING STRUCTURE Date of Issue: July -2008 2 27 Last Revision: April- 2009
  • 30. HEAD OFFICE I EMPLOYEE HANDBOOK 3.1 GRADING STRUCTURE AT MABANI STEEL Mabani Steel grading structure is a formal numeric organization of “Twenty (20) Grades”. In order to recognize different levels of job performance and to provide necessary flexibility in administrating salaries in special situations and because of great difference in performance from minimum to maximum levels, “Four (4) Ranks” are considered for each grade from grad one to grade fifteen. (See below table) HIGHEST 20 19 18 17 16 15 14 13 12 GRADES 11 10 9 8 7 6 5 4 3 2 1 LOWEST D C B A HIGHEST RANKS Each grade and each rank within a grade reflects a distinguishable difference in pay for the job. You shall have a grade allotted to you and your compensation and benefits shall be in accordance with the grade and rank you are in. You shall be notified about your grad and rank by your direct supervisor. Depending upon annual performance review and recommendation of department head, you can be upgraded or achieve higher rank within your grade accordingly Date of Issue: July -2008 28 Last Revision: April- 2009
  • 31. HEAD OFFICE EMPLOYEE HANDBOOK 3.2 EMPLOYEE’S CONTRACT STATUS As stipulated in your employment contract, depend on your grade and rank; you will be eligible to one of the following status: 1. FAMILY STATUS If you are eligible to family status, company will provide you the following privileges: o Company will bear the cost of visa processing including one way joining economy class air tickets for you, your spouse and two kids under age of 18. o You, your spouse and two kids under age of 18 will be covered under Medical insurance scheme as per the company policy. o You, your spouse and two kids under age of 18 will be eligible to round trip economy- class tickets annually to your place of origin. 2. MARRIED STATUS If you are eligible to married status, company will provide you the following privileges: o Company will bear the cost of visa processing including one way joining economy class air tickets for you and your spouse. o You and your spouse will be covered under Medical insurance scheme as per the company policy. o You and your spouse will be eligible to round trip economy-class tickets annually to your place of origin. 3. SINGLE STATUS If you are eligible to single status, company will provide you the following privileges: o Company will bear the cost of visa processing including one way joining economy class air tickets only for you. o You will be covered under Medical insurance scheme as per the company policy. o You will be eligible to round trip economy-class tickets annually to your place of origin. Date of Issue: July -2008 Last Revision: April- 2009
  • 32. HEAD OFFICE EMPLOYEE HANDBOOK 3.3 SALARY STRUCTURE & COMPENSATION Consistent with the grading policy and maintaining an equitable package of salary and allowances to reward individuals for their performances, the remuneration plan is defined as follow: a) Basic Salary The amount of basic salary is administrated according to the market data and annual budget. The amounts for different grades are illustrated in Mabani Steel Salary Scale Matrix available in Human Resource department to be used as a reference by management. The illustrated data may change from time to time as per company policy and management discretion. b) Housing Allowance As per Company policy a 50% of basic salary is paid as housing allowance to employee works in the area sales offices in Qatar, Abu Dhabi or Dubai versus 25% of basic salary paid to employee works in any other location. If company relocates an employee, his/her housing allowance will be changed accordingly. c) Transportation Allowance Transportation Allowance is given to an employee to offset his/her cost of transportation from his home to the workplace. Transportation allowances are different based on grade and ranks between each grade. The amount of transportation allowance is illustrated in Mabani Steel Salary Scale Matrix and may changes occur from time to time as per company policy and management discretion. 3.4 ANNUAL AIR TICKET As specified in your employment contract, depend on your grade and rank; you are eligible to a roundtrip economy-class air ticket(s) every 11 months of your services with the company. If you are employed as Receptionist/ Telephone Operator/Secretary/Coordinator/Office boy and /or Driver; you are eligible to a roundtrip economy-class air ticket every 18 months of your services. Date of Issue: July -2008 30 Last Revision: April- 2009
  • 33. HEAD OFFICE EMPLOYEE HANDBOOK 3.5 INSURANCE SCHEMES A. LIFE INSURANCE Mabani Steel covers all employees under life insurance scheme to protect their dependents from financial loss related to employee‘s death. If you pass away during your employment with the company, your beneficiary will be eligible to receive compensation equal to 24 times of your last basic salary, provided that the amount of compensation shall not be less than AED 50,000/-(Dirham). You must ensure that the “Beneficiary Letter”, “Employee Information Form” and other necessary documents such as your beneficiary passport copy are provided to HR department for such incident. God Bless You ☺ B. MEDICAL INSURANCE All employees of Mabani Steel are covered under Medical Insurance Scheme. Human Resource department shall ensure that proper guidelines and list of covered hospitals, clinics and pharmacies are provided to employees. If you wish to include any of your dependents whom are not eligible to be covered by the company, you may do so and take the advantage of the group medical insurance rate. The annual premium will be deducted from your salary. 3.6 CLINIC FACILITIES Mabani Steel has made a contract with a professional clinic center to provide clinic facilities for its employees within the company’s premises. The purpose of the clinic facility is to provide excellent care to employees who earn less than AED 3000/- monthly salary. o The clinic is operational Saturday to Thursday from 8am to 7pm. A doctor will be available from 8am to 12pm every day only and from 12pm to 7pm there will a qualified nurse assigned by doctor to represent the clinic. Date of Issue: July -2008 31 Last Revision: April- 2009
  • 34. HEAD OFFICE EMPLOYEE HANDBOOK o On Friday, public holidays or non working hours of clinic, emergency cases will be referred to the government hospitals. o Camp supervisor is responsible to provide a vehicle when a patient is referred to the hospital. o Except emergency cases, when an employee needs to visit the clinic, he should obtain request form from his department signed by authorized person. o There will be certain amount of deduction (currently AED 10/-) from employee’s monthly salary, if employee uses clinic facilities for non emergency cases. 3.7 OVERTIME If you are called upon to work beyond the working hours, on weekends or public holidays, you will be eligible for over time as per Federal Law and company‘s policy. Supervisory & Managerial positions are not entitled for overtime. In the interest of control, all overtime worked shall be recorded on a daily basis. The manager / Supervisor are responsible for ensuring that overtime work is adequately supervised and properly recorded. nd The overtime record must be sent to HR department with department heads approval before 22 of every month. Human Resource department will necessary action in the payroll accordingly. 3.8 MOBILE ALLOWANCE Subject to management approval, the mobile allowance may be paid to you as operational tool if the nature of your job requires. The amount of mobile allowance will be decided at the time of request as per latest practices and will be paid in cash subject to department head’s approval. 3.9 PETROL ALLOWANCE If the nature of your work involves daily business trips, you may claims petrol allowance against provided original invoices. The claim should be approved by department head before sending to Finance department for Date of Issue: July -2008 32 Last Revision: April- 2009
  • 35. HEAD OFFICE EMPLOYEE HANDBOOK reimbursement. Date of Issue: July -2008 33 Last Revision: April- 2009
  • 36. HEAD OFFICE EMPLOYEE HANDBOOK 3.10 COMPANY VEHICLE If the nature of your work requires daily business trips, company may provide you with a vehicle as an operational tool. The vehicle is considered to be a business tool for official use only and does not form as part of your salary or benefit package. If you are provided by company’s vehicle, when proceed on vacation, the vehicle must be handed over to Human Resource department. It is Human Resource department responsibility to optimize the use of the vehicle by reallocating it across the company as required. Notes: 2. Smoking in company’s vehicle is not allowed. 3. You will be responsible for any accident or fine. 4. If company provides vehicle, no transportation allowance will be paid to you. Date of Issue: July -2008 34 Last Revision: April- 2009
  • 37. HEAD OFFICE EMPLOYEE HANDBOOK CHAPTER FOUR INCENTIVE PLANT AT MABANI STEEL Date of Issue: July -2008 3 34 Last Revision: April- 2009
  • 38. HEAD OFFICE EMPLOYEE HANDBOOK 4.1 RECOGNITION PROGRAMS Formal recognition programs including bonuses, incentive plans and non-monetary awards offer methods to effectively motivate and retain valued employees who provide exemplary performance and/or meet specified targets. These programs are intended to reward staff employees whose achievements have resulted in a particular benefit to the company. 4.2 DEVELOMENT OF PLAN For incentive plans, the department heads must develop specific targets to be achieved. Goals and pre-established criteria are essential under this type of plan. Your direct supervisor /manager will clearly communicate to you what the expectations are and the outcome for the incentive period. To enable supervisors / managers develop performance work plan; Human Resource department has developed a Performance Appraisal Handbook apart from Chapter 6 of this policy to be used as guidelines by employees including managers, supervisors and their subordinates. The performance Appraisal Handbook provides employees with comprehensive information and answers their questions in regard of performance management system. 4.3 TYPES OF AWARDS Mabani Steel has designed two types of awards for its employees: a) Monetary awards such as Bonus (only for Sales team) b) Non-Monetary awards such as: o Appreciation certificate which will be designed and issued by HR department as per department head request based on outstanding performance of an employee. Date of Issue: July -2008 35 Last Revision: April- 2009
  • 39. HEAD OFFICE EMPLOYEE HANDBOOK o Career development opportunities which will be provided to employees through training & development programs, job promotion and job rotation. Note: Informal recognition of employees should take place every day. Saying "thank you" to employee and complimenting an employee on a job well done are part of the responsibilities of managers and supervisors. Date of Issue: July -2008 36 Last Revision: April- 2009
  • 40. HEAD OFFICE EMPLOYEE HANDBOOK CHAPTER FIVE LEAVE POLICY AT MABANI STEEL Date of Issue: July -2008 Last Revision: April- 20099
  • 41. HEAD OFFICE EMPLOYEE HANDBOOK 5.1 TYPES OF LEAVES The objectives of this policy are to inform you about different type of leaves and what the procedures are when you plan to take leave or resume the work once leave days are over. Leave refers to the days which you do not attend the workplace or does not perform for the company. A. VACATION LEAVE As per your employment contract, you are entitled to 30 days vacation leave every 11 months of your services with the company. If your job title is Receptionist / Telephone Operator/Secretary / Coordinator and/ or Driver, you will be eligible to 45 days vacation leave every 18 months of your services. Important Notes: o Mabani Steel encourages you to take the full vacation entitlement every 11/18 months of your services. o Encashment of vacation days’ entitlement is discouraged unless under certain circumstances the president approves the encashment where your presence at work is necessary. o Public holiday announced by government authorities fall within vacation days are not considered as part of vacation days and will be credited in your account. o Sick days fall within vacation days shall be considered as part of the vacation days and no additional days are granted for these days. o Fridays & Saturdays are considered as weekend. These days if fall within vacation days will be considered as part of vacation days. o The first Friday & Saturday of vacation days will not be counted as part of leave days if you attend the work on last Thursday before starting your leave. Date of Issue: July -2008 Last Revision: April- 2009
  • 42. HEAD OFFICE EMPLOYEE HANDBOOK o The last Friday & Saturday of vacation days will not be counted as part of leave days if you resume the work on the last Thursday of your vacation days. o If you overstays, days which are not approved will be considered as leave without pay. o If overstay is due to a valid reason and approved by department head, such circumstances will be treated as extension to the leave with full pay provided the you have sufficient leave balance to cover overstay period. B. SICK LEAVE Mabani Steel grants sick leave to its employees in accordance with the provisions of the UAE Federal Law and company policy. You are eligible to 90 days sick leave in respect of every year of services. Such leave shall be calculated as follows: The first 15 days on complete salary Next 30 days on half salary Any subsequent periods shall be considered as leave without pay o No salary shall be payable during sick leave if the illness is the direct result of your misconduct. (Having consumed alcohol or narcotic drug). o If you are absent, you will be required to provide a doctor’s certificate. o If no valid certification is submitted, the respective leave period will be considered as leave without pay. o After resuming to duties you are given two days to forward necessary documents to HR department attached with leave application signed by direct supervisor/ manager. C. ACCIDENT LEAVE If you sustain an accident or catch and occupational disease during working hours where prevents you from carrying out your duties, during the treatment’s period you will be entitled to following leave days: o The first six months with full pay o the second six months with half pay Date of Issue: July -2008 39 Last Revision: April- 2009
  • 43. HEAD OFFICE EMPLOYEE HANDBOOK If your recovery takes longer than a year, Human Resource department will have the responsibility of liaison with authorities to terminate your employment contract. D. MATERNITY LEAVE In accordance with the provision of UAE Federal law, a female employee shall be entitled to maternity leave with full pay for a period of 45 days including the period preceding and the period following her confinement, where she completed one year of her services with the company. If the service period is less than one year then she shall be entitled to maternity leave with half pay. LEAVE OF ABSENCE In the event that you run out of leave balance, unpaid leave will be allowed at the company’s discretion. Such leave will break the continuity of employment and will reduce the number of days of service when calculating end of service benefits. E. HAJ LEAVE If you are Muslim, you shall be granted to 30 days Haj leave once in the course of your period of services with the company. Haj leave is special leave without pay for the purpose of fulfilling the obligation to make the pilgrimage; such leave will not be counted towards any other periods of leave. Date of Issue: July -2008 Last Revision: April- 2009
  • 44. HEAD OFFICE EMPLOYEE HANDBOOK 5.2 LEAVE PROCEDURES For all types of leaves the following procedures must be followed: 1. According to the departmental leave plan, you may duly fill a “leave application” form and forward it to Human Resource department with your department head’s approval. Departmental manager should monitor proposed leave plans to ensure operational effectiveness is maintained. 2. Human Resource department will scrutinize your leave entitlement and will advise if your requested days are more than your vacation balance days. 3. A “Work Resumption Form” must be sent to Human Resource department with department‘s approval within 24 hours after you resume to work. 4. You are responsible for promptly notifying the company of any circumstances which may delay your return from leave. 5.3 VACATION AIRTICKET PROCEDURES At the time of leave application submission where you are eligible to obtain an annual air ticket the following procedures must be followed: 1. The part of “Request for annual air ticket” in leave application must be filled and submitted to Human Resource Department 30 days prior to leave date. 2. You must inform Human Resource department about your desire departure and arrival dates at the time of request. 3. The annual air ticket will be booked by Human Resource department through management approved travel agencies and will be provided to you two weeks prior to your departure. 4. If you are on Married / Family status, air tickets shall be provided to you, spouse and your dependents based on your request at the time of leave application submission. 5. If you are on single status, you may request Human Resource department to purchase a ticket for your dependents at the time of request. The cost of additional air tickets will be deducted through payroll. Date of Issue: July -2008 Last Revision: April- 2009
  • 45. HEAD OFFICE EMPLOYEE HANDBOOK 6. If you cancel or changes the air ticket’s departure date, after the ticket has been purchased, you will be responsible to pay any charges related to change. 7. You may request a ticket to a destination that is different from your declared city of origin. In such case Human Resource department will determine the cost of the ticket for both your city of origin and the requested city, on the date of departure. The cost difference will be credited to or deducted from your salary. 8. If you are willing to take vacation leave locally and wish to receive cash instead of air ticket, Human Resource department will arrange to pay you as per the given rate by approved agency on the request date. 9. Managerial positions and above are eligible to receive cash equal to approved air fares to their place of origin from UAE. 5.4 PUBLIC HOLIDAYS As per UAE Labour Law, all the employees are entitled to below official public holidays with full pay. For the purposes of planning your work please keep these tentative holiday dates in mind. st 1. 1 January New year’s day th 2. 10 January Al Hijra (Islamic New Year) th 3. 20 March Mouloud( Birth of Prophet) th 4. 30 July Leilat al-Meiraj (Ascension of Prophet) nd 5. 2 October Eid Al Fitr (End of Ramadan) nd 6. 2 December National day th 7. 9 December Eid al-Adha (Feast of the scarifies) th 8. 29 December Al-Hijra ( Islamic New year) The actual holidays will be announced by the government through local news papers and will be circulated by HR department accordingly. Date of Issue: July -2008 Last Revision: April- 2009
  • 46. HEAD OFFICE EMPLOYEE HANDBOOK CHAPTER SIX BUSINESS TRIP Date of Issue: July -2008 4 43 Last Revision: April- 2009
  • 47. HEAD OFFICE EMPLOYEE HANDBOOK A business trip occurs when you are required to travel for fulfilling your duties. Business trip starts when you leave your house or workplace for this purpose and ends when you arrive to your base. 6.1 PROCEED A BUSINESS TRIP a) Appropriate approvals for business trip shall be obtained as per below matrix: Department President / Destination Head Vice President Inside country Yes No Outside country Yes Yes b) Prior to the business trip, you must fill a “Business Trip Requisition Form” and send to Human Resource department with appropriate approvals. c) For international trip, you must submit the Business Trip Requisition Form minimum 21 days prior to your trip; hence Human Resource department will be able to take necessary actions for obtaining a visa entry, arrangement of hotel accommodation and ticket booking promptly. d) You will be allowed to extend the business trip for personal purpose with following conditions: • No extra charges or fees will be paid by company for the extension period • Your annual leave balance allows for such extension • The extension must be approved by department head. e) If you become ill during business trip, the regular expenses shall be paid during sick days provided that you present acceptable medical reports and documents indicating the nature and duration of the illness. Medical expenses and hospitalization costs shall be paid by the medical insurance, if covered by the policy, or shall be provided by the Company. Date of Issue: July -2008 44 Last Revision: April- 2009
  • 48. HEAD OFFICE EMPLOYEE HANDBOOK 6.2 ARRANGMENTS OF HOTEL AND AIRTICKET Based on submitted Business Trip Requisition Form, Human Resource department will provide you with air a roundtrip economy class air ticket and will make reservation for a standard hotel accommodation. In addition, Human Resource department will assist you to obtain a visit visa for the country to be visited. 6.3 PER DIEM & REIMBURSEMENT OF EXPENSES HR department will identify and decide the required per diem for each business trip based on cost of living and currency of the region where you will visit. Per Diem covers expenses such as food, taxi and etc. excluding hotel, air ticket and visa expenses. You shall receive the per diem prior to your trip. The following types of expenses are not included as part of per diem and shall be compensated against original bills/receipts: o Excess baggage resulting from excess cargo related to business items o Items purchased for business related matters o Customs paid/taxes on business related items 6.4 PROCEDURED OF EXPENSES CLAIM The following procedures should be followed when you return from business trip: o A “Work Resumption Form” must be filled and send to Human Resource department. o You must provide Finance department with a filled and approved “Claim Form- Finance” along with expense claims for the purpose of reimbursement and should settle the travel claims (if any) within 5 working days from the date of return. o All expenditure must be supported by original invoice/receipts, except for per diem allowances. o Photocopies are not valid supporting documents. Even when claiming for telephone expenses, the original bill is required. Date of Issue: July -2008 45 Last Revision: April- 2009
  • 49. HEAD OFFICE EMPLOYEE HANDBOOK o Credit card statements are not invoices and are not valid supporting documents Date of Issue: July -2008 45 Last Revision: April- 2009
  • 50. HEAD OFFICE EMPLOYEE HANDBOOK CHAPTER SEVEN TERMINATIO N OF EMPLOYMENT Date of Issue: July -2008 4 46 Last Revision: April- 2009
  • 51. HEAD OFFICE EMPLOYEE HANDBOOK 7.1 TERMINATION OF CONTRACT An employment contract can be terminated by employee or the company provided that the provisions of the law are observed. Mabani Steel may dismiss an employee without notice in any of the following cases: • If employee adopts a false identity or nationality or submits forged certificates or documents. • If employee is engaged on probation and is dismissed during the probationary or on its expiry. • If employee makes a mistake resulting in substantial material loss for the company. • If employee disobeys instructions respecting industrial safety or safety of work place or does not perform his/her duties. • If employee discloses any confidential information to a third party. • If employee is found in a state of drunkenness or under the influence of a drug during working hours. • If employee assaults his supervisor/ manager or any of his workmates. • If the employee is absent from work without a valid reason for more than seven consecutive days or more that 20 non-consecutive days. 1.2 NOTICE PERIOD As stipulated in employment contract the duration of notice is considered 30 days from the time of termination. The employment contract shall continue to be valid throughout the period of notice and will be expired on the end of notice period. If employee is on probationary period, one week notice period may be required by management. The company or the employee may agree to reduce or increase the period of notice. If employee fails to give the notice of the termination of employment contract or reduce the period of notice without obtaining management‘s approval, he/she will be obligated to pay compensation to the company called “compensation in lieu of notice” which is equal to employee’s remuneration in respect of entire notice period. Date of Issue: July -2008 47 Last Revision: April- 2009
  • 52. HEAD OFFICE EMPLOYEE HANDBOOK 7.3 END OF SERVICE BENEFITS End of service benefits shall be paid based upon legal and contractual provisions for termination of services as follows: • Salary up to and including the last working day. • Accrued vacation leave until last day of notice period. • Severance pay will be paid to employee if he /she has completed a year of services If company terminates the services of an employee; the severance pay will be calculated and paid to terminated employee as follow: Length of Services Severance pay Less than one year NIL Between 1 to 5 years 21 days of basic salary for each year of services 21 days of basic salary per year for the first 5 years and 30 days 5 years and above basic salary per year for each subsequent year. If employee terminates his employment contract and resigns; the severance pay will be calculated as follow: Length of Services Severance pay Less than one year NIL Between 1 to 3 years 7 days of basic salary for each year of services Between 3 to 5 years 14 days of basic salary for each year of services 21 days basic salary per year for the first 5 years plus 30 days basic 5 years and above salary for each subsequent days. Important Notes: o If employee has taken vacation leave more than his accrued entitlement at the time of termination, the company shall make an appropriate adjustment from the employee’s final settlement. o The days of absence from work or leave days without pay will not be included in calculating the period of services. Date of Issue: July -2008 48 Last Revision: April- 2009
  • 53. HEAD OFFICE EMPLOYEE HANDBOOK 7.4 EMPLOYEE EXIT PROCEDURES Upon the termination of contract, the employee must follow below procedures prior to his departure: o Provide Human Resource department with a “Clearance Form” which declares that employee has returned company properties, handed over his/her tasks to designated successor and has no outstanding loan/ amount with the company. o The clearance form must be signed by relevant department’s head before forwarding it to Human Resource department. o Human Resource department will be able to release employee’s dues only after receiving signed Clearance Form. o Employee should contact Human Resource department for visa cancellation, receiving his/her dues and further formalities. o A Service Certificate will be issued to employee by Human Resource department upon request detailing the most recent position held and period of total service. 7.5 EXIT INTERVIEW The exit interview provides Mabani Steel’s management with opportunity to obtain information about where the organization is doing well and where rooms for improvement are. Human Resource department will arrange an exit interview with key positions prior to their departures. The interview will be conducted by HR department through face to face interview or separated employee will be required to fill the “Exit Interview Questionnaire”. The employee has right to decline the exit interview and the company should respect his decision. 7.4 REPATRIATION Once an employment contract is terminated by either party, the company will make necessary arrangement to return employee and his/her dependents (if any) to the district from where he/she was recruited or to any other place agreed upon between employee and management. Date of Issue: July -2008 49 Last Revision: April- 2009
  • 54. HEAD OFFICE EMPLOYEE HANDBOOK If employee is provided by company’s accommodation, he/she should vacate company‘s premises by end of notice period. 7.3 DEATH OF EMPLOYEE If an employee dies during his/her services, the company will provide every support to his/her family members and will ensure that his/her beneficiary will receive the amount of life insurance and /or any final dues. Date of Issue: July -2008 50 Last Revision: April- 2009
  • 55. HEAD OFFICE EMPLOYEE HANDBOOK CHAPTER EIGHT PERFORMANCE APPRAISAL Date of Issue: July -2008 5 51 Last Revision: April- 2009
  • 56. HEAD OFFICE EMPLOYEE HANDBOOK 8.1 APPRAISAL OBJECTIVES The objectives of Mabani Steel Performance Appraisal system are to assess your performance for the purpose of judgments and making decisions about your status with the company such as retention, advancement and termination as well as determining job expectations, assessing training needs, identifying potentials and career planning with the company. The department heads may use appraisal procedures to: o Assess your potential for future jobs and suggest appropriate training and development programs. o Design and implement merit and incentive program o Determine whether you receive appropriate compensation for your particular functions and positions in the organization. o Identify and modify dysfunctional work behavior. o Provide documented evidence to support disciplinary and termination actions. 8.2 APPRAISAL TIMEFRAME This is the responsibility of our direct supervisor/ manager to appraise your performance in following occasions: • Upon completion of probationary period • Every six month or twelve month of employment. • If the duties of the position are substantially changed during the established appraisal period. HR department recommends the Time Frame for completion of performance appraisals st th November 1 of each year through December 15 where employee has completed a year of services with the company. The following up the performance review may be conducted in June or July. This is an informal review where you and your supervisor will discuss your progress toward the goals. It is also an opportunity to discuss whether goals have changed in priority or whether new goals and priorities have emerged. The supervisor may want to document this activity with a few notes on a copy of the appraisal form. Date of Issue: July -2008 52 Last Revision: April- 2009
  • 57. HEAD OFFICE EMPLOYEE HANDBOOK 8.3 APPRAISAL PROCESS This process serves to implement the company’s annual performance review and evaluation process for individuals. For the purposes of this procedure, all employees who meet the eligibility requirements for the review cycle will be included. a) Week 1-2 Human Resource department will distribute preliminary data on employees eligible for review to managers and supervisors with direct reports. This will be accompanied by “Performance Appraisal Form”, “Employee Status History”, “Employees Annual Training Plan Form” and timelines for completion for all eligible employees. b) Weeks 3-4 Supervisors/direct managers and their direct reports will then meet to lay out their respective action plans for conducting the review, distribute forms and direct the completion of the reviews, including employee acknowledgements, and the re- assembly of all completed reviews for a final audit and to be returned to Human Resource Department. Department heads are required to provide HR department with Employees Annual Training Programs. c) Weeks 5-6 Human Resource department will review all submitted materials to ensure that all employees have been accounted in review process. 8.4 APPRAISAL FEEDBACK After completing appraisals supervisors/ direct managers need to communicate the results of appraisal with their subordinates to give them a clear understanding of how they stand in the eyes of their managers and the organization. The appraisal feedback interview provides an opportunity to clear up any misunderstandings in both sides. In this interview the manager should focus on counseling and development and not just tell the employee “here is your rate and why”. Date of Issue: July -2008 53 Last Revision: April- 2009
  • 58. HEAD OFFICE EMPLOYEE HANDBOOK 8.6 APPRAISAL METHODS The following appraisal methods are considered to be used by Mabani Steel management: 1. “Rating Scale Method”: This method is a performance appraisal form on which the manager simply checks off the employee’s level of performance in areas such as quantity of work, quality of work, dependability, judgment, attitude, cooperation, and initiative. There are two different appraisal forms are designed for office staff (white color category) and 1 workers (blue color category). 2. “360 degree method” to be implemented through company intranet in near future. This method is the most recent and very comprehensive which will provide feedback from the full circle of people with whom the employee interacts. Also it is more effective in identifying strengths and weaknesses of employee’s performance. This method will be used only by office staff (white color category) with computer skill and access to intranet. HR department will provide office staff with the necessary training program at the time of implementation. 2 3. “MBO Method”: This method specifies the performance goals that an individual and his manager agree to attain within an appropriate length of time. Each manager may sets 3 objectives derived from the overall goals and objectives of the organization. 8.7 EMPLOYEE’S CHANGE OF STATUS A. SALARY INCREASE Mabani Steel rewards individuals by increasing their compensations based on successful results of their performance appraisal and the approved budget every 6/12 months. Larger merit increases are awarded to those who consistently exceed performance standards. Increases are not granted to employees whose performance has been rated unsatisfactory overall. 1 Appendix 16 2 Management By Objectives 3 To obtain more information about MBO method, please see Performance Appraisal Handbook Date of Issue: July -2008 54 Last Revision: April- 2009
  • 59. HEAD OFFICE EMPLOYEE HANDBOOK In accordance with the company’s guidelines, supervisors recommend whether an employee should receive any increase based on annual performance review result. B. PROMOTION Mabani Steel offers employees promotions to higher-level positions when appropriate. All employees are encouraged to seek advancement opportunities and to obtain promotion and career guidance from their supervisors/ direct managers and HR department. Employee eligibility for promotion will be determined by the requirements of the new job. In addition, employees must have a satisfactory performance record and have no disciplinary actions. Upon promotion, an employee will be up graded and may receive an increase in pay. C. DEMOTION Demotion results of represent changes in job function due to inadequate performance, inability to attain job objectives, or disciplinary action. o All demotion actions must be reviewed by Human Resource department to ensure compliance of labor law. o In the event of a demotion for performance reasons or disciplinary action, the rate of pay of the employee will, with the approval of the department head, be reduced to a rate within the pay grade to which the employee is assigned. o In the event that re-organization results in a demotion, subject to departmental budgetary restrictions, the pay of the employee may remain unchanged even if the rate falls above the maximum of the lower pay grade, or the rate may be reduced to an amount appropriate to the classification of the lower level position. D. JOB ROTATION Job rotation is a change of job assignment to a job having commensurate responsibilities and authority to the job presently held by the employee. It is a movement from one job to another job in the same pay grade. Date of Issue: July -2008 55 Last Revision: April- 2009
  • 60. HEAD OFFICE EMPLOYEE HANDBOOK Employee’s compensation may not be affected since both jobs are assigned to the same pay grade and, therefore, both have the same relative value to the company. E. CHANGE OF STATUS 4 The “Personal Action Form” will be filled for individuals whenever there are changes in employee’s status such as transferring within departments, promotion, or any changes in compensations / benefits according to approved departmental annual budgets. The personal action form (PAF) must be approved by relevant department heads and the final approval ultimately rests with the president. At the end, Employees are to be notified in writing of their final merit increase as soon as possible once all merit increases for the year have been approved by the Management. Human Resources will ensure that the salary increases or any other changes are processed in accordance with appropriate timelines and will be reflected in the appropriate pay period. Note: Human Resource department of Mabani Steel has designed a Performance Appraisal Handbook separately to be used as guidelines by supervisors and managers who have the responsibility of employee performance evaluation. This hand book is placed in HR share folder and is accessible to everyone. 4 Appendix 17 Date of Issue: July -2008 56 Last Revision: April- 2009
  • 61. HEAD OFFICE EMPLOYEE HANDBOOK CHAPTER NINE TRAINING & DEVELOPMENT Date of Issue: July -2008 5 57 Last Revision: April- 2009
  • 62. HEAD OFFICE EMPLOYEE HANDBOOK Mabani Steel is committed to make every effort to gain competitive advantage by facilitating its employees learning job-related competencies including knowledge, skills, or behaviors that are critical for successful job performance. The goal of training is for employees to master the knowledge, skills and behaviors emphasized in training program and to apply them to their day to day activities. 9.1 DEVELOPING TRAINING PROGRAM To obtain a systematic approach for developing training programs, following procedures to be followed: • Request for training programs are mainly to be set at the annual training plan according to training needs analysis and annual budget by department heads. • A needs assessment which is necessary to identify if training is needed must be conducted by supervisor/direct manager through observation or performance appraisal system • A “Training Requisition Form” to be filled for nominated employee(s) and send to Human Resource department for further formalities. • Human Resource manager will be responsible to design the training program based on the learning objectives and determine if training program will meet the company’s strategy. • Supervisor/direct manager must ensure that the nominated employees have the motivation and basic skills necessary to master training content. The company runs a number of in-house training courses each year which will be developed in response to the training requirements complied from the training needs analysis. The majority of training carried out within the company will be on job training. New or inexperienced employees learn through observing peers or managers performing the job and trying to imitate their behavior. Date of Issue: July -2008 58 Last Revision: April- 2009
  • 63. HEAD OFFICE EMPLOYEE HANDBOOK 9.2 ASSESSING TRAINING PROGRAM Once the training program is selected, before conducting the program, Human Resource Manger is responsible to evaluate the program to discover the following factors: • Identify the program’s weaknesses and strengths. This includes determining if the program is meeting the learning objectives. • Assess whether the content, organization, and administration of the program including the schedule, accommodations, trainers, and materials contribute to learning and the use of training content on the job. • Conduct costs and benefits analysis and compare it against other programs with the same topic to ensure that the best one is chosen. • Determine and obtain appropriate approval on the cost of program • Make changes or revise the program for further improvement if necessary. All staff members shall have access to the company’s training facilities through the HR department. 9.3 EVALUATING TRAINING PROGRAM When an employee attends training program, after completion the program, he will be required to complete the “Training Program Evaluation Form” provided by Human Resource department to enable management to assess the course and identify its strengths and weaknesses and necessary revisions on future course if needed. 9.4 BONDING POLICY Department Managers may nominate employees for external/internal training courses on selective basis accordance with organizational strategy. The company has the right to bond the employee for all initial costs including but not limited to training cost, hotel, transportation, or any other expenses that should be provided to employee during training program. The period of bonding will be decided by department head and the bonding period will be started Date of Issue: July -2008 59 Last Revision: April- 2009
  • 64. HEAD OFFICE EMPLOYEE HANDBOOK from the first date of productivity after completion of training program. Date of Issue: July -2008 60 Last Revision: April- 2009
  • 65. HEAD OFFICE EMPLOYEE HANDBOOK The cost of training program and other expenses as mentioned above shall be divided into number of months within bonding period and for every month of employee’s services with the company, bond will be automatically reduced. In such cases, Human Resource department will issue “Training Requisition Form with Bonding” as an amendment to employment contract according to appropriate information provided by department manager which has to be approved by president and signed by the employee as an acceptance of bonding. The condition of bonding will not affect the total salary of employee unless he terminates this agreement prior to the completion of bonding period. Employee shall re-pay any outstanding bond upon termination of this contract prior to the end of the bonding period. Date of Issue: July -2008 60 Last Revision: April- 2009
  • 66. HEAD OFFICE EMPLOYEE HANDBOOK CHAPTER TEN WORKPLACE SAFETY & SECURTIY Date of Issue: July -2008 6 61 Last Revision: April- 2009
  • 67. HEAD OFFICE EMPLOYEE HANDBOOK Mabani Steel is committed to a secure, safe and healthy workplace and environment. All aspects of business are managed in a safe and environmentally responsible manner in accordance with the principles set forth in this policy. These actions benefit our customers, shareholders, employees and the public, both now and for the future, while improving the quality of the environment. All employees shall be committed to, and accountable for, implementing, maintaining, measuring, and improving the environmental, health and safety programs of the Company. Health hazards in the workplace are pervasive and serious. No job is 100% risk-free. It is the company responsibility under UAE Federal Law to provide a hazard-free, safe and healthy working environment. The company shall display detailed instructions in a conspicuous position at the workplace indicating the measures to be taken to prevent hazards and protect the employees against it to which they may be exposed while performing their jobs. 10.1 FIRE FIGHTING & PROTECTION Fire is one of the deadly, fearsome and damaging disasters that can occur but it can be prevented by incorporating commonsense principle. The company shall train a group of workers in fire fighting and protection measures who will attend fire incident that may happen. Guidelines in case of Fire incident: • In case of fire breaking out in the work place, the person who notices the incident must notify others immediately by using the nearest fire alarm. • Civil Defense must be informed immediately when their assistance is required. Security personnel are to be alerted to make necessary arrangements to receive fire brigade at the main gates without any delay. • All employees are required to exit the workplace and move to a safe place calmly. Date of Issue: July -2008 62 Last Revision: April- 2009
  • 68. HEAD OFFICE EMPLOYEE HANDBOOK The company shall display detailed instructions in conspicuous positions at the workplace indicating the measures to be taken to prevent fire and protect the employees against hazards to which they may exposed while performing their work. Such instruction will be in Arabic and English. 10.2 FIRST AID While emphasis is placed on the prevention of accident and injuries, accident do occurs. Prompt knowledgeable treatment of injured employee will prevent minor injuries to become major ones. First aid kits/cabinets are placed and maintained in different locations of workplace and are accessible to everyone. 10.3 COMPUTER ERGONOMICS Following guidelines are provided to employees who have desk jobs and use computers for a long period of time. o Upper back and neck stiffness is common in employees who maintain a static posture for a long period of time with desk jobs. Regular stretching breaks every hour or so and easy range of motion exercises for the neck and shoulder are usually helpful. o Eye strain can be minimized if the employee keeps the screen clean, adjusts the brightness and controls glare (special filters are available). The employee who wears spectacles may need a separate pair of glasses to work efficiently at a computer. o Shoulder and wrist pain have accompanied the addition of the computer mouse to the desktop. The mouse is often positioned too high and too far away. It should be at the same typing height as the keyboard and within easy reach. 10.4 SMOKE FREE WORKPLACE To protect and enhance our indoor air quality and to contribute to the health and well-being of all employees, the company shall be entirely smoke free. Smoking is prohibited in all of the enclosed areas within the company and camp, without Date of Issue: July -2008 63 Last Revision: April- 2009
  • 69. HEAD OFFICE EMPLOYEE HANDBOOK exception. This includes common work areas, training rooms, conference and meeting rooms, Date of Issue: July -2008 64 Last Revision: April- 2009
  • 70. HEAD OFFICE EMPLOYEE HANDBOOK private offices, hallways, restrooms, and all other enclosed facilities. The only designated smoking area is outdoors. No additional breaks are allowed to any employee who smokes. Finally, smokers and users of tobacco products must dispose of the remains in the proper containers. This helps to keep a neat and clean environment for all employees and our visiting partners and customers. Failure to comply with all of the components of this policy will result in disciplinary action. 10.5 REPORTING INCIDENTS All employees are required to report to job related incidents through appropriate management levels as soon as possible as described below: o Injury or occupational illness associated with the performance of work duties by employees. o Public injury, death, and/or property damage related to operations or facilities. o Reporting of Incidents Involving company’s vehicles For work related incidents, Human Resources Department will be responsible to deal with authorities including police if require. 10.6 INCIDENT REVIEW PROCESS The purpose of an incident review is to identify the cause of the incident, thereby allowing the development of remedies to prevent reoccurrence. Whenever possible, the immediate supervisor will conduct an incident review at the location where the incident occurred and ensure that incident review reports are being completed properly before forwarding them to Human Resource department. Supervisors shall use the following investigation procedures: o Implement temporary controls to prevent any further or potential injuries. o Where possible, preserve the site of the incident and quickly gather evidence that is likely Date of Issue: July -2008 65 Last Revision: April- 2009
  • 71. HEAD OFFICE EMPLOYEE HANDBOOK to change or move. o Make sketches and take measurements/photos from several different angles. Date of Issue: July -2008 66 Last Revision: April- 2009
  • 72. HEAD OFFICE EMPLOYEE HANDBOOK o Identify and interview not only each witness but anyone else who might provide clues to the causes of the incident. o Review the equipment, operations and processes to gain an understanding of the situation. o After investigating all information carefully for unsafe conditions and unsafe acts, make conclusions based on facts. o Within seven days from date of incident, complete a written report that shall include recommendations for corrective action. o The report shall indicate the employee’s name, age, occupation, address, nationality and contain a brief account of occurrence, its circumstances and medical aid or treatment provided. Also it shall contain the statements of the witnesses, company representative and the employee if his/her condition permits. It shall indicate whether the occurrence was connected with the employee’s work or it was deliberate or resulted of gross misconduct on employee’s part. The major incidents must be reported to police immediately. This is Public Relation Officer Responsibility to communicate with Police under the supervision of HR Manager. Date of Issue: July -2008 67 Last Revision: April- 2009
  • 73. HEAD OFFICE EMPLOYEE HANDBOOK CHAPTER ELEVEN DISCIPLINARY RULES & GRIEVANCE Date of Issue: July -2008 6 66 Last Revision: April- 2009
  • 74. HEAD OFFICE EMPLOYEE HANDBOOK 11.1 DISCIPLINARY RULES You are required to meet certain standards of work performance and workplace conduct. When employees do not meet specified standards, Corrective and Disciplinary actions including termination for cause may be warranted. The Human Resources department is responsible for the administration, implementation, and maintenance of the Corrective and Disciplinary Action Policy in consultation with the employee’s department head or direct supervisor. Disciplinary action for unacceptable job performance or conduct (refer to chapter two) could result in disciplinary action up to and including dismissal, but will usually be progressive as follows: 1. Verbal Warning for inappropriate workplace conduct and/or for work performance deficiencies a Verbal Warning may be given to alert an employee to specific deficiencies. A Verbal Warning consists of a discussion in which the supervisor verbally advises an employee of his/her performance or conduct deficiencies and recommended corrective actions. Notes regarding the meeting may be kept in employee’s personal file. 2. Written Warning for inappropriate workplace conduct and/or for work performance deficiencies a Written Warning Notice may be given to an employee when other efforts to correct performance or conduct deficiencies have failed or as a first Corrective and Disciplinary Action when the performance or conduct deficiency is serious enough to warrant a written reprimand. A Corrective and Disciplinary Action Written Warning may be in the form of a letter or on 5 the “Employee Warning Form” . The employee should sign and date the written notice and may provide a written response presenting information on his own behalf. 3. Fine may be imposed when an employee conducts serious violation including damaging company’s properties. The fine imposed to employee and reason of fine should be recorded properly in employee’s personal file. Date of Issue: July -2008 67 Last Revision: April- 2009
  • 75. HEAD OFFICE EMPLOYEE HANDBOOK 5 Appendix 21 Date of Issue: July -2008 68 Last Revision: April- 2009
  • 76. HEAD OFFICE EMPLOYEE HANDBOOK 4. Suspension without Pay is appropriate when other efforts to correct unsatisfactory work performance or conduct have failed. It is also appropriate as a first Corrective and Disciplinary Action when the immediate supervisor/ manager considers the unsatisfactory work performance or conduct to be serious enough to warrant a severe penalty. 5. Suspension of increment / promotion can occur as disciplinary action when seems to be necessary by supervisor/direct manager. 6. Termination of Employment may occur when employee fails to meet work performance or workplace conduct standards. ( Refer to chapter7) 11.2 GRIEVANCE PROCEDURES Mabani Steel makes every effort to maintain open communication and create an atmosphere of trust. In any work environment, there are times when the need arises to express concerns or complaints in a formal manner. Mabani Steel’s management recognizes the importance of providing an opportunity for you to express concerns and receive a fair and unbiased review of these concerns. You may follow below steps for such concerns: Step 1- Discussion with Immediate Supervisor A formal concern or complaint should first be discussed with the immediate supervisor. Most concerns can be resolved at this level. You and supervisor should discuss the concern and seek ways to jointly address them. Step 2—Discussion with Department Head If the complaint or concern is not resolved to the satisfaction of both you and your supervisor, you should schedule a meeting with your department head or second level supervisor. The department head/second level supervisor shall evaluate the information received and Date of Issue: July -2008 69 Last Revision: April- 2009
  • 77. HEAD OFFICE EMPLOYEE HANDBOOK respond to you as quickly as possible. Date of Issue: July -2008 70 Last Revision: April- 2009
  • 78. HEAD OFFICE EMPLOYEE HANDBOOK Step 3—Formal Written Grievance If the issue is not resolved to your satisfaction or your department head /second level supervisor, you may submit a formal written statement of grievance to the Human Resource Manager who will review the information submitted and ensure the statement of grievance are clear and will attempt to seek resolution. If Human Resource manager do not resolve the situation, then the case will be forwarded to the President for final decision. Date of Issue: July -2008 69 Last Revision: April- 2009

×