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FINAL VERSION OF HR POLICY

FINAL VERSION OF HR POLICY

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Final version of aalat hr policy Final version of aalat hr policy Document Transcript

  • AALAT L.L.CHR policy based on UAE Labor Law No 8 for 1980
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedIntroductionThis published policy is an effort to create better understanding of theprocedures and to ensure a safe, organized, empowering, and non-discriminatory work place and to facilitate day-to-day administration of thecompany.It should enhance personnel decisions, protect the rights of all employeesand assure uniformity of action throughout the company.Each member of management is responsible for administering thesepolicies in a consistent and impartial manner.Nothing in the Human Resources Policy in any way creates an expressed orimplied contract of employment.Policies in the field of Human Resources are subject to modification andfurther development in the light of experience. This policy is subject toreview and change by the President without notice.This policy will be posted on the company Intranet and HR Share Folderfor employees, management and supervisory officials. In addition to theIntranet and HR Share Folder, employees may review the policy in HumanResources department.It is the responsibility of each employee to be familiar with the informationcontained in the policy and any amendments thereto.UAE Labor law Rules and Regulations may be found on thehttp://www.mol.gov.ae . The HR policy based on the labor law of UAE No- site and in Human Resource Department.The President under the authority delegated by the Board of Directors hasapproved the personnel policies contained in this manualThe Office of Human Resources is responsible for disseminating all new orrevised personnel Policies. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN -2-
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedFor best practice the policy Indentify the general rules and procedure fordetails matter will be handled by separate policy such as office policy,salary policy, HSE policy 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN -3- View slide
  • HR POLICY & PROCEDURES _AALAT L.L.C _updated Chapter one-Recruitment & Selection11/22/2010 Done by :HR Manager HOSSAMHUSSEIN -4- View slide
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedRecruitment refers to organizational activates that influence the numberand types of applicant who apply for a job and whether the applicantsaccept jobs that are offered. Thus, recruitment is directly related to bothhuman resources planning and selection.The recruiting process begins with an attempt to find employees with theabilities and attitudes desired by the organization and to match them withthe tasks to be performed.ach new employee should be selected with care, not only for their ability toundertake the immediate job opening but also with a view to suitability forfuture advancement because regular employment with the company is tobe on career growth.Man Power PlanningTo ensure the availability of capable, skilled and committed employees infuture and generate strategic plans to achieve sustained competitiveadvantages by recruiting competent staff, the department managers arerequired to project their department’s work force planning annually.The work force planning shall be in accordance with the business plan andannual budget approved by Executive Management and Board of Directors.The annual work force plan along with the approved budget for the sameplan shall be sent to HR department by end of each year for the purpose ofhuman resource planning for the coming year.1-01Recruitment & Selection Procedures 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN -5-
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedThe recruitment and selection process starts with the termination of anexisting employment contract, temporary absence of an existing employeeor when a new post is established.Where a new post is being established, the budget / funding for the postshould be considered.In case of a request for a new unbudgeted position such request is to besupported by written justification quantifying the increased workload/expansion in scope of operations.In all cases a “New Employment Request Form” shall be filled withapproval being gained in accordance with procedure set out in this policy.Staff required for work of a temporary nature may be employed on such abasis for a limited duration, subject to U.A.E labor law compliance.Temporary employees will be engaged on a flat daily/monthly rate of payand will not be eligible for any further benefits over and above thispayment.All recruitment of a permanent or temporary nature is subject to theapproval of the HR department in conjunction with the ExecutiveManagement’s approval and the rest of recruitment process such asselection, interview, assessment ,assignment should be done after approvalof HRD with shared approval of general manager /president of thecompanyHR Department will review the request to ensure compliance withcompany policy guidelines and budgeted headcount. After it is confirmedthat the request is in order, HR will signoff and commence the search forsuitable incumbents. In the event the request is not in conformity with thecompany’s staffing strategy, policy or budget this will be notified in writingto the concerned department manager.Information regarding vacancies shall be easily accessible and open tocurrent employees. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN -6-
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedAll vacancies shall be advertised on the company website in addition to anyother type of media selected. This will enable both external and internalcandidates to apply for the post and will create a fairly selected pool ofapplicants from which the most appropriate can be selected.The candidates should be informed about the outcome of the interviewwithin two weeks.Recruitment MethodsOnce an organization has decided it needs additional or replacementemployees, it is faced with the decision of how to generate the necessaryapplications that may take place internally or externally.A numbers of available methods for recruitment are:Walk- in which provide and important external source of applicants.Media advertisement- daily local newspaperCompany’s WebsiteRecruitment agencies- locally and overseasHead hunting for very senior positionEmployee referralsDepending on the level and type of requirement, HR will source candidatesthrough various channels. Where recruitment agencies are used, theseservice providers shall be approved and contracted by HR personnel only.HR will do the initial shortlist and interview in accordance with thespecifications provided by the concerned Department.Important note : in case of seeking assistance of recruitment agency anyagency contract ,charges should be done only with approval of HRD and inaccording to best practice in industry ,company budget in order to get thebest ever condition 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN -7-
  • HR POLICY & PROCEDURES _AALAT L.L.C _updated1-02 Job Description & SpecificationRecruiting the right person starts with a detailed job description andpersonal specification that shall be attached with Requisition form andprovided to HR.A key purpose of a job description is to identify for a jobholder thecontribution required by the organization. It is fundamental tools formanagers who can use it to ensure that his/her subordinates understandwhat they have to achieve and the criteria on which their performance willbe assessed.Beyond the communication purpose, a job description provides a numberof other needs such as training, job evaluation, performance managementand providing information to Human Resource in recruitment process.Interview & Selection ProcessThe purpose of interview is to assess candidate’s suitability through fairand efficient questioning techniques, which are focused on obtainingrelevant evidence on which to make a decision. There should beconsideration of:The time required to notify candidatesAn appropriate and accessible locationCandidates may have particular needs, mobility/communication, whichshould be met to enable them to participate fully in interview process. Thetimetable should be planed.In the interview session, an employment application form should be filledby the candidate, which will be kept in HRIS as a reference for future.The goal of selection process is to accurately determine which applicantpossesses the knowledge, skills, abilities and other characteristics dictatedby the job. People who attend interview have to be well trained to be able toselect qualified candidates. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN -8-
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedSize & Composition of PanelA panel consist of two / three people where possible shall be created forinterview sessions. One of the HR personnel, perhaps HR Manager will bedesignated to chair the session and will have overall responsibility andaccountability for the whole process and should ensure that the recruitmentprocess is planned and conducted properly.It is the company’s intention to ensure that all managers / staff involved inthe recruitment and selection process receive training.The panel should, except in exceptional circumstances, remain consistentthroughout the recruitment and selection process.2 The Panel’s RoleAs soon as the membership of the Panel is identified, they shouldcommunicate to plan and set dates for the whole recruitment process. Thepanel should:Decide how, what, where,Agree recruitment & Selection processShortlist applicationsPlan and develop interview questionsConduct the interviews and other selection processMake the final decisionIt will be the responsibility of the chair to ensure that forms provided arecompleted and returned to the HR department. Department head will makethe final decision on selected candidate. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN -9-
  • HR POLICY & PROCEDURES _AALAT L.L.C _updated1.3 Employment ContractHR department will issue an appointment letter/ job offer to successfulapplicant and will contact candidate to obtain other relevant paperwork forfurther formalities.New hire will receive an official employment contract after joining thecompany that will specify and set out the main terms and conditions ofemployment.Employment Agreements are governed and construed in accordance withthe laws of the Emirate and Federal Laws applicable in U.A.Eparticularly in accordance with the Labor Law and any subsequentamendments that may be in effect.The Employee agrees to submit to the jurisdiction of U.A.E. Courts withrespect to all matters arising out of, in connection with, or related to theAgreement or his/ her Employment with the Employer.1.4 Employment of Family MembersThe company has no prohibition against hiring relatives of existingemployees but there are concerns that employment of relatives in the samearea or department may affect departmental functioning.To minimize potential issues with regard to relatives working together, afamily member should not have supervisory responsibilities for anotherfamily member. The family relationship should be disclosed beforeselection or hiring.Legal Requirements for Employment and Residency 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 10 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedThe employment and residence of non-GCC national is conditional uponthe company being able to obtain all necessary work permits & residencevisa required under UAE Law as below:Residency and Work permit require all non-GCC national to enablehim/her remain under the company’s employment. The residence visa isvalid for a period of three years and will be renewable after expiration ofthis period. All the cost will be carried by the companyMedical Fitness and Finger Print: In accordance with UAE regulations, theemployee is required to undergo appropriate tests for communicablediseases and fingerprint in the police station in order to obtain clearanceCertificates to finalize the residence visa process. Employee shall gothrough this process after obtaining employment visa.Company is responsible to process all work permits and residency permitsfor its employees at company’s cost including employment visa, medical,finger print, one way joining ticket ( for overseas recruitment) and otherrelevant costs. If employee terminates his / her contract before completionof one-year services with the company, he/ she shall pay the above-mentioned costs, which were occurred during his/ her employmentprocess with the company.The company will cover the cost of residency for married employees,dependents based on the contract status of the employee as follows:  Family Status: one spouse and two children up to age of 18 years old.  Married Status: 1 spouse (spouse )  Single: only employeeAfter finalizing permits and residency, the original passports of office staffwill be returned to the employee and remain in employee’s custody unlessthe employee requests, in writing, that the company hold the passport onhis / her behalf. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 11 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedThe original passports of laborer will remain under company’s custody andwill be released on the time of annual leave or separation from thecompany.1-05 Probationary PeriodAll contracts for duration of 12 months and above will be subject tosatisfactory completion of a probationary period of 3 months from the firstday of employment. All new entrants will be required to undergo a formalprobationary period.However, the probationary period is not necessary for individuals selectedwithin the organization. The probation period will enable managers to:Assess/review the initial performance of the appointed candidate anddetermine his/her suitability to perform the job.Give some initial consideration for the employee’s potential and possibledevelopment within the job.In certain cases the 3 months probationary review will be ranked and usedwithin Performance Management System.1.6 Induction ProgramInduction is the process of receiving and welcoming employees when theyfirst join the company and giving them the basic information they need tosettle down and start the work quickly and happily.The aims of induction program are to familiarize the new employee withthe company’s products/services, policy / procedures and job function inorder to increase commitment and reduce the cost of early leavers.Following mentioned documents should be prepared and considered partof induction program: 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 12 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedHR induction welcome packA copy of HR policy and/or any other relevant departmentalForms, which shall be filled by new employee such asEmployee Information Form” and “Beneficiary Letter”. OrganizationalchartThe induction program must be prepared to the particular needs of theindividual and the concern manager must identify these before the startdate, whenever practicable.Appropriate level HR department personnel shall take care about the newemployee in his/her first working day and ensure that all relevantinformation and documents needed for payroll, personal file etc arerecorded.HR department may schedule orientation program for new employee withdifferent departments if requested by concerned department‘s head. Thiswill help new employee to get familiar with other departments tasks andhave better understanding of the business.1.7 Hotel AccommodationUpon arrival of new employee, he/she will be accommodated in a standard/ deluxe hotel room for the period of 10 nights on company’s account(room Only). If an employee wishes to stay more, the additional days willbe paid by the company and recovered from employee’s salary.1.8 Air Ticket BookingThe company shall be responsible to provide one way joining ticket to thenew employee from the place he/ she are recruited to UAE. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 13 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedIf new employee wishes to buy his/her own ticket, he /she shall do so andreimburse the amount of one-way ticket after joining date. The companyNote must purchase the ticket from the approved airlines:Article 1.13 and 1.14 are applicable for overseas recruitment only. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 14 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedChapter 2- General Conditions of Employment 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 15 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updated2.1 Code of ConductIt is the policy to observe that all U.A.E laws & regulations are applicable tothe company. All employees are expected to demonstrate high standards ofbusiness ethics and professional integrity.Employees are the company’s representatives and it is expected that theyshould fully comply with the law and perform in a manner that reflectsfavorably on the company’s reputation.Active involvement in outside organizations (social, political, etc.) whichmay influence individual’s performance negatively must be avoided.Under no circumstances should any employee accept or offer any form ofcommission or bribe, in cash or in kind.Employees must not be involved in any situation that may result in“conflict of Interest” in order to ensure that they have not obtained anypersonal benefit at the cost of the company.Prayer Times GuidelinesMuslim employee may leave for prayingPrevention of Bullying in the Company’s PremisesWorkplace bullying can be defined as the repeated less favorable treatmentof a person by another or others in the workplace or companyaccommodation, which may be considered unreasonable and inappropriateworkplace practice. It includes behavior that intimidates, offends, degradesor humiliates an employee.Bullying behaviors can be verbal, physical, social or psychological(including offensive messages with SMS and email). 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 16 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedThe company is committed to ensure that all employees are treated withdignity and respect. This will be Human Resources departmentresponsibility to takes proper action to prevent and respond to bullying inworkplaces in accordance with Federal Law and company’s objectives andpolicy.Human Resources department will ensure that procedures for reporting,investigating and resolving complaints relating to bullying are followed inaccordance with the company’s policy.The Department Heads are responsible to ensure that appropriateinstruction and information are provided to their staff members to supportthis policy, promote staff awareness on the standard professionalbehaviors, and respect towards others. ⇒ Alcoholic Beverages & Illegal Drugs ArticleThe possession, consumption or sale of alcoholic beverages in workplaceand or company accommodation is strictly prohibited“Alcoholic beverage" includes alcohol, spirits, liquor, wine, beer, and everyliquid or solid containing alcohol, spirits, wine or beer, and which containsone-half of 1 percent or more of alcohol by volume and which is fit forbeverage purposes either alone or when diluted, mixed, or combined withother substancesSimilarly, illegal drugs are prohibited on the company premises. If anemployee is, found under the influence of illegal drugs or found buying,selling or possessing narcotics on the company’s premises he/she will beimmediately dismissed. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 17 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updated2.02Dress Code & Appearance At WorkThe Company’s objective, in establishing a dress code, is to enableemployees to project a professional, business-like image.Guidelines to determine what is appropriate to wear at work:Even in a business casual work environment, clothing should be pressedand never wrinkled.Torn, dirty, or frayed clothing is unacceptable. All seams must be finished.Any clothing that has words, terms, or pictures that may be offensive toother employees are unacceptable..2.03 Confidential InformationDefinition: Confidential information belonging to the company, which anemployee obtains in the course of employment, must not be disclosed topersons outside the company nor used for one’s own personal benefit or forthe benefit of others during and after employment.Every employee is under contractual agreement not to divulge informationabout the organization’s business, customers, products, services, systems,business’s plan, or any other confidential matters.All employees’ salaries and benefits or any other related information mustbe treated confidential and shall not be disclosed.Additionally staff can help information to remain confidential by makingsure:Their desk is clear of business-related paperwork when leave at the end ofthe day.All potential sensitive documents to be locked in desk or filling cabinets. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 18 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedAccess to file rooms should be controlled at all times.The above are a set of general guidelines. Employees are encouraged torefer queries to their manager or HR department to seek clarification andguidance in specific cases whenever they are in doubt.Personal PropertyThe company provides desk, closet and other facilities for all staff membersto keep their personal property.The company does not accept responsibility or make reimbursement forlost or stolen property. The valuables shall be kept in lockers or take awayto ensure their safety.Company PropertyUpon the termination of employment contract by either party, theemployee shall return the company property and documents including allrecords, business correspondence, client files, credit cards, mobile phone,equipments such as computer / laptop, furniture, vehicle and whatsoeverwhich may be in his / her possession relate in any way to the business oraffairs of the company.Employee prior the financial settlement with the company shall retain nocopies, notes or abridgement of any of the above.2.04 Custodian of Personnel Files 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 19 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedThe human resource department is the custodian of personnel files. Theemployee should ensure that his /her manager and HR department areadvised of the changes in his/ her personal status.Up to date information will ensure that employee has complete coverageunder company plans and that the correct person is contacted in case of anyemergency.The following items should always be current in the employee personal file:  Address and telephone number  Marital status and children  Beneficiaries  Person to notify in emergenciesEmployee / Department Head Access to Personnel RecordUpon proper request, an employee or his/ her Department Head have theright to inspect the personal file of employee at reasonable intervals.Personnel records that are accessible for review by employees are anydocuments which have been used or which are intended for use indetermining the employee’s qualifications for employment, promotion,transfer, additional compensation, discharge or disciplinary action.Certain documents are not subject to employee access but accessible todepartment head in the presence of HR staff. They are:  Medical records  Letters of reference  Test documents  Information about another person  Records involving a judicial proceeding  Investigatory or security records 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 20 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updated  Materials used for management planningAn employee who requires inspecting his/her personnel records must senda request to the Human Resources department. HR will schedule anappointment for the employee to access the records, generally within 2days of the request.An employee who is involved in a current grievance can designate, inwriting, a representative to inspect her /his personnel records, which couldhave born the resolution of the grievance.The employee must present valid identification before being allowed accessto the records.Department head or Employee are allowed to view the employee’spersonal file in the presence of Human Resources staff and strictly areshould not remove the file from the HR premises.To correct the record there must be a mutual agreement to do so betweenthe employee, the employee’s Department Head and Human ResourcesManagement. An employee may attach an explanatory statement to anydisputed document in the file.2.05 Hours & Place of WorkThe company may adopt amended schedules where operational or otherrequirements so dictate. Time spent proceeding from place of living towork place does not form part of the working hours.All staff members are requested to complete 10 working hours per dayincluding 60 minutes lunch break from Sunday to Thursday. The employeemay be required to work beyond those hours.During the month of Ramadan, the working hours are reduced by 2 hoursper day according to U.A.E Federal law.The employee may require by the company to work at any other placesexcept where he/ she were initially assigned to fulfill his/her duties. The 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 21 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedemployee may also be required to travel within /outside the United ArabEmirates to perform his/her duties.2.06 Attendance & TardinessOn time, attendance is an expectation of all employees. Daily attendance isespecially important for employees whose customers and coworkers havethe expectation of on-time delivery of services.Emergency personal time is made available to employees for suchunscheduled events as personal illness, immediate family member illness,doctor appointments etc that must be approved by department managerbefore the employee leaves the workplace.By the end of each month, employee’s attendance sheet will be monitoredby HR personnel to ensure completion 10 working hours per day including60 minutes lunch breakThere will be a salary deduction if an employee attends the workplace laterthan normal working hours, unless missed times is made up later. This willbe based on total daily hour and later hour per week.Employees who are late and are not able to be present at the workplace ontime, must call their supervisor/department manager as soon as possible,but not later than sixty minutes after the start of normal working hours. Ifthe supervisor/department manager is unavailable, employees may leave amessage with a phone number where they can be reached with thereceptionist. Failure to call is considered leave without pay.Department manager/ supervisor shall inform HR personnel aboutemployee’s leave.When an employee misses a punch, he should inform HR personnelimmediately, otherwise he/she will be considered absent which will affecthis/her salary.When possible, within the normal schedule, the employee may make up 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 22 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedAnytime missed during the week in which the time was missed. Employeesmust have the permission of their department manager to make up timeand HR should be informed.Disciplinary action, up to and including employment termination, willcommence, for the overuse of emergency personal time and unscheduledleave.Life events can interfere with work attendance. However, in order tooperate the business in an orderly and efficient manner, employees need touse as few emergency personal hours as are necessary and to avoidabsenteeism.2.07 Disciplinary RulesDisciplinary action will be dependent on the severity of the mistakecommitted by the employee. As per U.A.E Federal Law the company mayimposeThe following penalties:  Warning  Fine  Suspension from work with reduced pay for a period not exceeding 10 days.  Dismissal with right to severance pay  Forfeiture or deferment of a periodic increment.  Forfeiture or deferment of promotion  Dismissal with forfeiture of all or part of the severance. This penalty may only be imposed on the grounds expressly specified in Article 120 of the U.A.E Federal law no.8 of 1980.  A fine maybe expressed in terms of a specific amount or an amount equal to employee’s remuneration for a specific period. The fine 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 23 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updated prescribed in respect of any one offence shall not exceed five days’ remuneration.  The penalty of forfeiture of a periodic increment may not be imposed more than once in a year and such increment may not be deferred for more than six months.  No disciplinary penalty may be imposed on a worker for any act committed by him/her outside the workplace, unless such act is connected with the work, the employer or the responsible manager.  Non of the above mentioned penalties may be imposed on an employee until after he/she has been notified in writing of the charge against him/her, his/her statement have been heard, he/she has been allowed to defend himself/herself and the foregoing has been entered in a report placed in his/her personal file. The penalty shall be entered at the end of this report.An employee may be suspended from work if he/she is accused ofcommitting a deliberate offence involving assault on person or property orcrimes relating to honor and honesty or the offence of unlawful strike.The period of suspension shall run from the date of which the incident isreported to the competent authorities and until the latter have given adecision on the case. The employee shall not be entitled to his remunerationin respect of the period of the suspension.Where it is decided not to take employee to court or the employee isacquitted, he/she shall be reinstated in his/her work; he/she shall be paidhis/her remuneration in full for the period of the suspension if it wasmaliciously contrived by the employer.Where an employee; either through his/her own fault or in violation of thecompany’s instructions, is guilty of the loss, damage or destruction of tools,machines or products or materials owned by the company or in the latter’scustody, the company may deduct from the employee’s remuneration such 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 24 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedamounts as may be necessary to repair / replace them as fully as possibleprovided that the amount shall not exceed five days remuneration in eachmonth.The company may request the court for permission to deduct more thanthis amount if the employee has capital assets or any other source income.2.08 Grievance ProcedureDefinition: The grievance procedure is a process through which anemployee can bring workplace concerns to upper levels of management. Itis the company’s aim to maintain good Employee relations and avoidgrievances and disputes. Employees may discuss their problems andconcerns with their immediate Manager.They can at any time request a referral to higher management as per thefollowing internal procedure:First StageAn Employee should refer any grievance to their immediate Manager, whowill try to work out a satisfactory settlementSecond StageIf no settlement has been reached, the case should be referred to anddiscussed with the Human Resources Manager for review and action.Final StageIf no settlement has been reached, the case should be referred anddiscussed with Executive Management. And termination of the employeeshould be fact at the end of the road. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 25 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedChapter 3 – Remuneration, Benefits & Facilities 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 26 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updated3.01 Employee Classification & GradingFor the purpose of employee growth and advancement as well as for easeof compensation administration, the employees of the Company will beclassified into different grades. Every employee of the company, old or newshall have a grade allotted to him/her and his /her compensation andbenefits shall be in accordance with the grade the employee is in.Depending upon performance reviews and recommendation ofDepartment/Senior Management, employees can be promoted and changegrades accordingly and also the benefits which is verify from grade to aanother The grading structure will be defined in different document andwill be available with HR Department.3.02 Housing AllowanceThe Housing Allowance for employees based on the grade of the staff andgrade .All benefit for the employee of the company will be approved by thecompany board of director3.03 Transportation AllowanceTransportation Allowance is given to an employee to offset his/ her cost oftransportation from his/ her accommodation to the workplace. Thetransportation allowance is calculated as follow: 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 27 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updated AllowancesGrade (AED)Grade A 4000-4500Grade B 3500- 3999Grade C 3000Grade D 750 -1500Transportation allowances will be paid to employees as per employmentcontract.3.04 Mobile AllowancesSubject to management approval, the mobile allowance shall be consideredfor employee whose the nature of his /her work is required.Mobile allowance for sales personnel is considered as part of their salescommotions and they are not eligible to receive cash/ allowance.With maximum of 1000 AED for senior sales person, such as area salesmanager.For other staff, executive mobile allowance as per board member approveDuring the office hour any phone call made for business purpose shall beborn by the company3.05 Petrol AllowanceIf employee’s nature of work involves daily business travel, he / she mayclaims petrol allowance against provided original invoices. The claim 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 28 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedshould be approved by department head before being sent to HRDepartment.3.6 Company VehicleCompany vehicle is provided in the following cases:May be provided to employee as an operational tool whose nature of workinvolves daily business travel such as Driver, Public Relation Officer, etc.The vehicle is considered to be a business tool for official use only and doesnot form part of the individual’s salary or benefit package.May be provided to executive management as benefit for personal andofficial use. This entitlement shall be stipulated in employment contract.When an employee to whom a vehicle is allocated as an operational toolproceeds on vacation, the vehicle must be handed over to HR department.It is HR responsibility to optimize the use of the vehicle by reallocating itacross the company as required.3.07 Annual Air TicketAll employees are entitled to one round trip economy air ticket asstipulated in their employment contract. And the annual ticket is based onstaff gradeGrade Class of Annual ticketA First ClassB Economy classC Economy class 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 29 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedAll office staff members are eligible every 12 months of services exceptstaffs with the job titles of Receptionist, Telephone Operator, Secretary,Coordinator, Office boy and Driver, who are entitled every 18 months ofservices. 1All other workers are eligible every 18 months of services.If an employee requires HR department to book an air ticket, he / she mustsubmit the leave application with the request of air ticket 30 days prior toleave date.The annual air ticket will be booked through management approved travelagencies and will be provided to employees two weeks prior to departure.If an employee is on Married / Family status, air tickets shall be providedto employee, spouse and her/ his children (up to two under age of 18)based on declared status in employment contract.If an employee is on single status he / she may request HR department topurchase a ticket for his/her spouse at the time of ticket booking. HRpersonnel shall take necessarily action but will deduct the cost of ticketfrom employee’s salary.Office staff members are eligible to receive cash equal to approved air fares 2to the major cities from UAE.  Rules of cash disbursement of Air Fair ticket1 Th e c o m p a n y m a y h a v e o t h e r diffe r e n t p ositi o n s in fu t u r e t h a ta r e eli gi bl e t o l e a v e o r a n n u a l tick e t o n l y a f t e r 1 8 m o nt hs ofser vic es. T his s h all be d eci d e d by m a n ag e m e n t in futur e ifre q uire d.2 T his is t h e r e s p o n si b ili t y o f H R D e p a r t m e n t t o d e t e r m i n e t h ec o s t o f ai r f a r e s a n d o b t a i n P r e s i d e n t’s a p p r o v a l . T h e r a t e s s h a l lb e dis t ri b u t e d b e t w e e n st a f f m e m b e r s a n d s h all b e re vis e d e v e r ysi x m o n t h s . 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 30 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updated 1.All employees are entitled to annual ticket; class of travel & eligibility of dependents as specified in their employment contract/Job Offer. 2. Annual ticket will be administered as a cash allowance, calculated upon the current year published IATA rate, to the employee’s country of origin. 3. Country of origin is defined as the country of the employee’s passport/citizenship; in the case of dual nationality, country of origin will be agreed at the job offer stage, and specified in the employment contract/Job offer. 4. Typically, the cash allowance will be administered along with the January payroll for each calendar year. 5. For those employees who join during the year, entitlement will be calculated on a pro-rata basis according to the percentage of the year worked; the cash allowance will be administered upon successful completion of the probationary period, along with the next payroll. 6. Employees who resign or are terminated during the course of the year will be required to ‘pay back’ ticket allowance on a pro-rata basis, according to the number of months worked in the year of resignation/termination.’ workers are ineligible to receive cash and HR department shall beresponsible for their annul tickets booking.Family statusIf staff member is on family status and wishes to receive cash instead of airticket for his/her children’s, their eligibilities will be as follow:Children under age of 12 and above 2 years are entitled for 85% of theticket’s amount.Below 2 years old / infant is entitled for 15% of the ticket’s amount. The airfair ticket for the family will be determined based on offer letter. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 31 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedBased on the grade of the staff A,B are entitle other class not entitle for3.8 Life Insurance SchemeThe company management has decided to cover all employees under lifeinsurance scheme to protect employee’s dependents from financial lossrelated to employee‘s death.The amount of compensation shall be calculated on the basis of the lastremuneration received by employee before his/her death.All employees must ensure that their “Beneficiary Letter”, “EmployeeInformation Form” and other necessary documents such as beneficiarypassport copy are provided to HR department for such incident.3.9 Medical Insurance SchemeIn accordance to UAE federal law and company policy, all employees shallbe covered under Medical Insurance Scheme.Medical insurance provider will be approved by the board meeting andcompany committee normally the company will name the insuranceprovider from one of the top leading service provider in market or theprovider by the main group.HR department is responsible to ensure that all employees are covered andhave received proper orientation about insurance scheme.If employee is eligible for family/ Married 3 status, his spouse and 2children under age of 18 years will be entitled to medical insurancecoverage based on declared status in employment contract.3 Where employee is on Married Status, only his wife is eligible. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 32 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedIf the employee wishes to include any other children or family members,they can take advantage of the group medical insurance rate and pay theannual premium at his/ her own cost.Chapter 4 Leave Policy & Procedures 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 33 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedThe objective of this policy is to determine the days which an employeedoes not perform for the company.4.01 Leave ProceduresApplication for leave should always be accompanied by the standardLeave application.According to the departmental leave plan and the leaveInformation being received from HR department, an employee shallDuly fill the leave application form and forward to his department headfor approval.Approved application should be forwarded to HR department to scrutinizethe leave and recording it in HR module which links to payroll.A copy of leave application shall be provided to employee and theOriginal application must be kept in employee’s personal file.Departmental manager should monitor proposed leave plans to ensureoperational effectiveness is maintained.The employee is responsible for promptly notifying the company ofAny circumstances which may delay his/ her return from leave.If employee has taken more than his/her accrued entitlement at the 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 34 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedTime of termination, the company shall make an appropriate adjustmentfrom the employee’s final settlement.Department managers must inform HR department, if any of their staff areabsent from work.4.02 Annual LeaveIn accordance with the employment contract, all employees are entitled toannual vacation as follow:All office staff members are eligible to 25 days paid leave every 12 monthsof services excluding staffs with the job titles of Receptionist, TelephoneOperator, Secretary, Coordinator, and Driver who are entitled to 45 dayspaid leave every 18 months of services.All workers are eligible to 25 days paid leave every 12 months of services.All employees are encouraged to take the full leave entitlement every12/18months of their services.Employee will not be paid in cash for his/ her leave entitlement.Employees are not allowed to maximize more than 60 annual days for theperiod of 2 years. Vacation must be taken within 2 years otherwise it will belapsed automatically.Public holiday announced by UAE authorities fall within annual leave shallnot be considered part of annual leave and will be credited in employee’saccount. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 35 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedSick days fall within annual leave shall be considered part of the annualleave and no additional days are granted for these days. 4 This article is alsoapplicable to days off (Friday / Saturday).4.03 Sick LeaveThe company grants sick leave in accordance with the provisions of theUAE Federal Law 1980.The employee shall not be entitled to any paid sick leave during probationperiod.If the employee completed more than three months after the probationperiod in the continuous services of the employer and fall ill, he /she shallbe entitled to sick leave not exceeding 90 days whether continuous orotherwise, in respect of every year of service. Such leave shall be calculatedas follows:No salary shall be payable during sick leave if the illness is the direct resultof the employee’s misconduct. (Having consumed alcohol or narcoticdrug).If the employee is absent for more than one day, he/she will be required toprovide a doctor’s certificate.If no valid certification is submitted, the respective leave period will beconsidered as leave without pay.After resuming to duties the respective employee is given two days toproduce the necessary documentation to approve the sick leave.The company reserves right to require the employee to undergo a medicalexamination at the company’s expense by a doctor nominated by thecompany at any time. The employee authorizes the doctor to disclose theresults of such examination to HR Department.4.05 Maternity Leave4 UAE Federal Law- Article 77 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 36 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedIn accordance with the provision of article 30 of UAE Federal law, a femaleemployee shall be entitled to maternity leave with full pay for a period of45 days including the period preceding and the period following herconfinement, where she completed one year of her services with thecompany.If the service period is less than one year then she shall be entitled tomaternity leave with half pay.Leave of AbsenceIn the event that an employee runs out of leave balance, unpaid leave willbe allowed at the company’s discretion. Such leave will break theemployee’s continuity of employment and will reduce the number of daysof service when calculating end of service benefits.4.08 Hajj LeaveMuslim employee shall be granted once in the course of his/her period ofservices; special leave without pay for the purpose of fulfilling theobligation to make the pilgrimage, such leave shall not be counted towardsany other periods of leave and shall not exceed 30 days. 54.9 Public HolidaysEmployees will be entitled to official leave with full pay if the followingoccasions occur on a normal working day: the public holidays as mentionedbelow and might include any other days as mentioned by governmentIf employee overstays, days which are not approved will be considered asleave without pay. If overstay is due to a valid reason and approved bydepartment head, such circumstances will be treated as extension to the5 Federal Law- Article 87 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 37 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedleave with full pay provided the employee has sufficient leave balance tocover overstay period.  New Year’s Day (Hegira) – 1 day  New Year’s Day (Gregorian) – 1 day  Prophet’s Birthday – 1 day  Ascension of the Prophet – 1 day  UAE National Day – 1 day  Eid Al Fitr – 2 days  Eid Al Adha – 3 day4.8 Medical leaveDays of Absence Pay Rate1st 15 Calendar Days Full payNext 30 Days Half payAny Subsequent Period No payIn the event of illness and inability to continue work, an employee may begranted medical leave as follows:In all instances of absence relating to illness, the employee is required toinform his/her immediate manager before 9am on the first day of absence.Short leave, of more than 2 days with pay must be supported by a Doctor’sor hospital certificate. For medical leave in excess of 5 days, the abovecertificate must be accompanied by a medical report. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 38 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedAs a matter of policy the Human Resources Manager will monitorattendance, including absence due to sick leave. Should an employee’sabsence develop a habitual pattern, the Human Resources Manager willhighlight the concern to the appropriate manager and the ManagementCommittee for discussion and/or further investigation.In the case of an illness during annual leave, the employee is not entitled toclaim back leave days.4.9 UNPAID AUTHORIZED LEAVEDue to exceptional circumstances, the company may approve leave withoutpay for a maximum of one (1) month. Unpaid leave periods are not takeninto consideration when calculating the End of Service benefits or annualleave accruals.2 An employee’s request for unpaid authorized leave will only beconsidered if he/she has utilized all of their accrued annual leave. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 39 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedChapter five Business trip 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 40 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedDefinitionA business trip occurs when an employee is required to traveloutside/inside the UAE. Business trip starts when an employee leaves his/her house or workplace for this purpose and ends when she/ he arrive tohis/her base.5.1 ProceduresAppropriate approvals for business trip shall be obtained as per belowmatrix:Destination Department President / his Deputy ManagerInside country Yes NoOutside country Yes Yes 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 41 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updated5.1.1 Employee must obtain relevant approvals on “Business TripRequisition Form” before proceed the business trip.5.1.2 If an employee becomes ill during business trip, his /her regularexpenses shall be paid during sick days provided that he/she presentsacceptable medical reports and documents indicating the nature andduration of the illness. Medical expenses and hospitalization costs, ifnecessary, shall be paid by the medical insurance, if covered by the policy,or shall be provided by the Company.Business trip cost shall be in annual budget by department heads everyyear.The employee must submit the travel request minimum 5 days prior to theoutside country trip so HR personnel will be able to do the needful for visaentry, hotel accommodation , ticket booking and other necessary work ontime.The employee will be allowed to extend the business trip for personalpurpose with following conditions:No extra charges or fees will be paid by company for the extension Grade Per Diem UAE Remark Covers food, taxi, and etcA AED 1500 300B AED 1300-1000 300 Covers food, taxi and etc.C 1000 -800 300 Cover food taxi and etc 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 42 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedPeriod The employees annual leave balance allows for such extension2)0Business trip should be by approval of board /general manager .3)The diem will be paid on submitting all invoiceThe extension must be approved by department head.  TicketHR personnel based on the travel requisition duly filled and approved bymanagement shall do arrangement of ticket booking.HR personnel shall assist employee to obtain visit/business visa for thecountry to be visited. Company will bear the visa expenses.Note: The President has the right to stop Business Class travel or upgradetravel class for all categories.  Per Diems & Reimbursement of ExpensesPer Diem covers expenses such as food, taxi and hotel, excluding ticket andvisa expenses for overseas trip. The per diem is set as per industry levelafter compare with similar firm with industryThe per Diem amount shall be identified and decided based on region. Seebelow email diagram:Employees shall receive the per diem prior to his/her business trip.Ticket booking shall be arranged as per below table: 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 43 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedRegion Executives Managers Other staffWithin GCC Business Class Economy Class EconomyCountries ClassMore than 3 hours Economy class Economy class Economyflights ClassThe following types of expenses are not included in the travel allowancesand shall be compensated against original bills/receipts:Excess baggage resulting from excess cargo related to businessItems purchased for business related mattersCustoms paid on business related itemsThe employee shall settle the travel claims (if any) within 5 working daysfrom the date of return.The authorized person must approve all expense claims.All expenditure must be supported by original invoice/receipts, except forper diem allowances.Photocopies are not valid supporting documents. Even when claiming fortelephone expenses, the original bill is required.Credit card statements are not invoices and are not valid with outsupporting documentsAny payment is credit card will be paid be the company within nextpayroll.Calculation : Per Diem allowances are calculated on the basis of actualnumber of travel days, which includes day of departure and day of arrivalexcept for trips within the UAEGuiding principle of the per diem allowance is to cover costs associatedwith hotel accommodation, food, etc, which does not apply in this instance. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 44 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedEmployees will be paid a daily allowance as given below to cover cost oflocal transport, hotel accommodation, meals, laundry, visa, airport taxesand other incidental expenses.Limitation: If the trip extends for more than 4 days in one location, then thetotal per diem allowance for the full trip will be reduced by 50%. And ifreach 7 days will be deduct by 60 %Employees, who need to go on business travel within the UAE, will beentitled to receive a per diem allowance to cover the cost of their transport,hotel accommodation, meals, laundry and other incidental expenses,providing an overnight stay is involve 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 45 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedChapter 6 Performance Management System6.1 Performance AppraisalPerformance appraisal is a formal evaluation procedure by which theorganization documents its employees’ job performances and developmentpotentials.Proper performance appraisal provides management with essentialinformation for making strategic decisions on employee retention,advancement, and termination.The performance appraisal links training, development, and careerplanning program with the company’s long term human resources needs.The department managers may use appraisal procedures to:Assess the potential of employees for future jobs and suggest appropriatetraining and development programs.Design and implement merit and incentive program 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 46 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedDetermine whether employees receive appropriate compensation for theirparticular functions and positions in the organization.Identify and modify dysfunctional work behavior.Provide documented evidence to support disciplinary and terminationactions.The managers/ supervisors shall conduct evaluation of their departmentstaff performance once or twice a year that may be necessary inorganization characterized by frequent personnel changes such aspromotions, demotions, layoffs, transfers, and retirements.6.2 Characteristics Of Performance Appraisal SystemFormal appraisal system has three basic phases:  Phase -1: Appraisal planningAppraisal planning should ties together business plans and the jobobjectives of departments and individuals, otherwise performanceappraisal may be worthless. The implementation of performance appraisalmust be done with HR coordination and President’s approval.  Phase -2: ImplementationThis phase is operational. Carrying out the performance appraisal is theresponsibility of the Supervisor/ Manager. Personnel decisions derivedfrom performance appraisal can affect the employee’s present and future’swork behavior.  Phase -3: EvaluationEvaluation involves more strategic decisions. Management shall put theresults of evaluations into action through positive reinforcement orcorrective measures.6.3 Management by Objectives (MBO) 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 47 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedThis method specifies the performance goals that an individual and her/hismanager agree to try to attain within an appropriate length of time. Eachmanager may sets objectives derived from the overall goals and objectivesof the organization.6.3.1 Key MBO IdeasThree key assumptions underlie an MBO appraisal system:An employee who is involved in planning and setting objectives anddetermining the performance measures tends to show a higher level ofcommitment and performance.Clearly as precisely identified objectives encourage the employee to workeffectively toward achieving the desired results. (ambiguity and confusionand therefore less effective performance may result when a superiordetermines the objectives of individual)Performance objectives should be measurable and should define result.Vague generalities such as “initiative” and “cooperation” which arecommon in many appraisals should be avoided. Objectives specify actionsto be taken or work to be accomplished.  Appraisal FeedbackAfter completing appraisals, managers need to communicate the results togive employees a clear understanding of how they stand in the eyes of theirmanagers and the organization. The appraisals should be discussed withemployees.The appraisal feedback interview provides an opportunity to clear up anymisunderstandings in both sides. In this interview the manager shouldfocus on counseling and development and not just tell the employee “hereis how you rate and why”.Emphasizing development gives both parties an opportunity to considertheemployee’s performance as part of appraisal feedba Prepare in advance. DO Do all the talking DO NOT • Focus on performance and • Lecture the employee development. • • Done by :HR Manager HOSSAMHUSSEIN Mix performance appraisal and 11/22/2010 Be specific about reasons for - 48 - salary or promotion issues ratings • • • Concentrate only on the negative
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedPersonal Action Form ( PAF)Definition: The personal action form (PAF) must be filled whenever thereare changes in employee’s status such as transferring within departments,promotion, or any changes in his/her compensations.Relevant department managers must approve the form and the finaldecision for any changes in employee’s status ultimately rests with the VPof the company.Note:The performance appraisal form will be provided by HumanResources Department when it is needed.The Performance Appraisal process identifies the performance of theemployee for the 12 months of the appraisal year. Employees are ratedaccording to performance towards or, Performance against objectives andcompetencies are reviewed as a minimum every 6 month the end of yearappraisal is the ‘formal’ appraisal all the appraisal form will be provided byHRD. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 49 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedChapter 7- Training& Development 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 50 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedIn order to gain competitive advantage the company will make every effortto facilitate employees learning of job-related competencies includingknowledge, skills, or behaviors that are critical for successful jobperformance.The goal of training is for employees to master the knowledge, skills andbehaviors emphasized in training program and to apply them to their day-to-day activities.7.01 Training ProcedureAll staff members shall have access to the company’s training facilitiesthrough the HR department.Request for training programs are mainly to be set at the annual trainingplan according to training needs analysis and annual budget by departmentmanagers. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 51 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedWhen an employee attends training program, he / she is required tocomplete the “Training Program Evaluation Form” provided by HRpersonnel to enable HR manager and department’s head to assess thecourse and identify it strengths and weakness and necessary revisions onfuture course if needed.7.2 Training Design ProcessThere should be a systematic approach for developing training programs,departmental managers shall consider following steps in training process:Conduct a needs assessment that is necessary to identify if training isneeded.Ensure that employees have the motivation and basic skills necessary tomaster training content.Create a learning environment that has the features necessary for learningto occur.Ensure that trainees apply the training content to their jobs. This involveshaving the trainee understand how to manage skill improvement as well asgetting co-worker and manager support.Develop an evaluation plan. This includes identifying what types ofoutcomes training is expected to influence.Choose the training method based on the learning objectives and learningenvironment.Evaluate the program and making changes in it or revising any of theearlier steps in the process to improve the program so that learningobjectives are obtained.Department manager is responsible for need assessment process withemployee’s involvement and send the training request to HR departmentwith his/her approval.The final approval to determine if training program will meet thecompany’s strategy shall be granted by Human Resource Manager. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 52 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updated7.3 Methods Use in Needs AssessmentFollowing methods shall be used to conduct needs assessment including:Observing employee performing the jobAsking employee to complete questioner to identify knowledge, skills andother characteristics required for the job.7.04 Assessment of Training ProgramBefore conducting the training program, it must be evaluated to discoverthe following factors: 1. Identify the program’s weaknesses and strengths. This includes determining if the program is meeting the learning objectives. 2. 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.Identify which trainee benefits most or least from the program 3. Determine the cost of programCompare the costs and benefits of different training programs to choose thebest one.  On - Job TrainingThe majority of training carried out within the company will be on jobtraining. New or inexperienced employees learn through observing peersor managers performing the job and trying to imitate their behavior.On-job training shall be useful to upgrade experienced employees’ skillswhen new technology is introduced, cross- training employees within adepartment or work unit, and orienting transferred or promoted employeeto their new job. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 53 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedThe company runs a number of in-house training courses each year, whichwill be developed in response to the training requirements, complied fromthe training needs analysis.  Bonding PolicyDepartment Managers may nominate employees for external/internaltraining courses on selective basis accordance with organizational strategyand HR policy.The company has the right to bond the employee for all initial costsincluding but not limited to training cost, hotel, transportation, or any otherexpenses that should be provided to employee during training program.Department head will decide the period of bonding and the bonding periodwill be started from the first date of productivity after completion oftraining program.The cost of training program and other expenses as mentioned above shallbe divided into number of months within bonding period and for everymonth of employee’s services with the company, bond will beautomatically reduced.Chapter 8 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 54 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedHealth safety environment procedures for work placeIntroduction:The company is committed to a secure, safe and healthy workplace andenvironment. All aspectsOf business are managed in a safe and environmentally responsible mannerin accordance with thePrinciples set forth in this policy.These actions benefit our customers, shareholders, employees and thepublic, both now and for the future, while improving the quality of theenvironment.All employees shall be committed to, and accountable for, implementing,maintaining, measuring, and improving the environmental, health andsafety 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 toprovide a hazard-free, safe and healthy working environment. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 55 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedThe company shall display detailed instructions in a conspicuous positionat the workplace indicating the measures to be taken to prevent hazardsand protect the employees against it to which they may be exposed whileperforming their jobs.8.1 General Safety Procedures in Work Shop 6In accordance to the company’s Health & Safety Policy, the entireworkshop personnel are required to use personal protective equipmentsduring working hours. (PPE)8.1.1 Safety HelmetThe shop personnel are required to wear the Safety helmet according tobelow mentioned designated colors:White colored helmet is for Office personnel, executives, foremen and leadhands Blue colored helmet shall be used by plant workers Green coloredshall be used by maintenance personnelYellow colored helmet will be used by Visitors8.1.2 Safety Shoes/ BootsAll workshop personnel including quality control, supervisors,storekeepers and superintendents are required to wear safety shoes.Welders will use special safety boots for extra protection. Boots & shoesmust be laced up to avoid entanglement .Worn out or damaged boots mustbe replaced immediately.8.1.3. Hand GlovesDue to continual close contact with sharp edges of steel material in Plant,workers must wear hand gloves of the variety defined by the workstationsafety analysis. Welders will use leather gloves for extra protection againstheat. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 56 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updated8.1.4 Apron & JacketAll welders, technicians, mechanics, working on working area processesincluding tickers will use aprons for frontal and upper body protection.8.1.5 Safety GogglesSafety goggles or shaded eyeglasses must be worn while operatingchipping hammer, friction saw, hand grinder, stationary grinder ,woodworking machines, or using gas cutting equipment and during fabricationprocess. The exact model is specified in the workstation safety analysissheet.8.1.6 Overall/CoverallOveralls provided to factory personnel are designed for industrial safety.Workers are strongly advised to wear them during working hours.If for some reasons they are not available, personal apparel worn should becompatible with Safety. Use long sleeve cotton shirts, close fitting trouserswithout turn-ups. Tuck in shirt.8.1.7 Hearing ProtectionWelders, mechanics, all staff with in the work shop are provided withhearing protectors, muffs and plugs, to be used during chipping processrequired to use it8.1.8 Respiratory ProtectionThere are many tasks involving exposure to fumes, gases and dusts that areharmful to the human respiratory system. All workers are required to wearrespiratory protection like masks and respirator.8.1.9 Safety BeltsMaintenance crews working on overhead cranes or other equipment atheight are required to wear safety belts and lanyards for their protectionagainst fall.8.1.10 Fire Fighting and Protection 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 57 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedFire is one of the deadly, fearsome and damaging disasters that can occurbut it could be prevented by incorporating commonsense principle.Fire starts when the three elements of fire triangle are present. The heat,fuel (wood, paper, gas, or other flammables) and oxygen. Avoiding firemeans not allowing all three to combine.The company shall train a group of workers in fire fighting and protectionmeasures 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 itshould immediately use the nearest fire alarm and press the bottom bybreaking the glass, which covered the alarm.Fire Brigade 7should be informed immediately when their assistance isrequired. Security personnel should be alerted to make arrangement toreceive fire brigade at gates without any delay.All personnel are required to exit the plant and move to a safe place.The company shall display detailed instructions in conspicuous positions atthe workplace indicating the measures to be taken to prevent fire andprotect the employees against hazards to which they may exposed whileperforming their work. Such instruction will be in Arabic and English.8.1.11 First Aid 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 58 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedWhile emphasis is placed on the prevention of accident and injuries,accident do occurs. Prompt knowledgeable treatment of injured workerwill in many cases prevent minor injuries from becoming major one.First aid kits/cabinets are placed and maintained in each major workingstation with supplies checked regularly.Important Notes:The foreman/ representative of each working station are responsible toprepare a report in case of injury and major accidents. The report must besent to HR department immediately.The report shall indicate the employee’s name, age, occupation, address,nationality and contain a brief account of occurrence, its circumstances andmedical aid or treatment provided.Also it shall contain the statements of the witnesses, companyrepresentative and the employee if his/her condition permits. It shallindicate whether the occurrence was connected with the employee’s workor it was deliberate or resulted of gross misconduct on employee’s part. 8The major incidents must be reported to police immediately. This is PublicRelation Officer Responsibility to communicate with Police under thesupervision of HR Manager.8.1.12 Computer ErgonomicsUpper back and neck stiffness is common in employees who maintain astatic posture for a long period with desk jobs. Regular stretching breaksevery hour or so and easy range of motion exercises for the neck andshoulder are usually helpful.Neck and shoulder complaints are also common in people who spend a lotof time on the telephone. A headset is a simple, effective remedy for thisproblem.8 U.A.E Federal Law- Article 142 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 59 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedEyestrain can be minimized if the employee keeps the screen clean, adjuststhe brightness and controls glare (special filters are available). Theemployee who wears spectacles may need a separate pair of glasses towork efficiently at a computer.Shoulder and wrist pain have accompanied the addition of the computermouse to the desktop. The mouse is often positioned too high and too faraway. It should be at the same typing height as the keyboard and withineasy reach.Smoke Free WorkplaceTo protect and enhance our indoor air quality and to contribute to thehealth and well-being of all employees, the company shall be entirelysmoke free.Smoking is prohibited in all of the enclosed areas within the companyworksites and camp, without exception. This includes common work areas,training rooms, conference and meeting rooms, private offices, hallways,restrooms, and all other enclosed facilities. The only designated smokingarea 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 theproper containers.This helps to keep a neat and clean environment for all employees and ourvisiting partners and customers.Failure to comply with all of the components of this policy will result indisciplinary actionTERMINATION OF EMPLOYMENT CONTRACT 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 60 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedWhilst responsibility for initiating termination of an employee rests withdepartment manager, in all cases it will be necessary to consult with the HRmanager to ensure that justifiable grounds exist, that such grounds areadequately documented and to ensure that termination of contract isapplied strictly in conformity with legal and contractual obligations.Termination of Employment ContractAs per UAE Federal law the contract of employment shall be terminated byeither party provided that the provisions of the law regarding the period ofnotice are observed.As per company policy the duration of notice period is considered 30 daysfrom the time of termination of contract.The employment contract shall continue to be valid throughout the periodof notice and shall be expired on the end of notice period.Company may dismiss and employee with out notice in any of thefollowing cases and may include any other reason as mentioned per UAElabor  If the employee adopts a false identity or nationality or submits forged certificates or documents.  If the employee is engaged on probation and is dismissed during the probationary or on its expiry.  If the employee makes a mistake resulting in substantial material loss for the employer.  If the employee disobeys instructions respecting industrial safety or safety of work place or does not perform his / her duties.  If the employee discloses any confidential information to a third party.  If the employee is found in a state of drunkenness or under the influence of a drug during working hours. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 61 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updated  If while working the employee assaults the employer the responsible manager or any of his /her workmates.  If the employee is absent from his/her work without a valid reason for more that 20 non-consecutive days or more than seven consecutive days.Notice of Termination / ResignationIn case an employee works on daily basis the period of notice shall beconsidered one week if employee has been employed for more than sixmonths but less than one year.During probationary period one week notice period is required bymanagement approval.The employee shall be entitled in respect of the notice period to full paycalculated on the basis of his/her last remuneration and he/she is requiredto perform his/her works during this period. The company or theemployee may agree to reduce or increase the period of notice.Where an employee fails to give the notice of the termination ofemployment contract or reduce the period of notice, he / she are obligatedto pay compensation to the company called “compensation in lieu ofnotice”.The said compensation shall be equal to the employee’s remuneration inrespect of the entire period of notice or the time by which was reduced.DeathIf an employee dies during his/her services with the company the companyshall provide every support to his /her family and transfer his/her finaldues and life insurance amount.Repatriation 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 62 -
  • HR POLICY & PROCEDURES _AALAT L.L.C _updatedOn the termination of employment contract, the company shall pay the costof returning the employee to the district from where he was recruited or toany other place agreed upon between the two parties. The cost for return ofthe employee means the value of his travel ticket.In case where the employers provide accommodation to the employee, theemployee shall be obliged to vacate the premises by end of notice period.End of Service BenefitsEnd of service benefits shall be paid based upon legal and contractualprovisions for termination of services as follows: 1. Salary up to and including the last working day. 2. Accrued leave pay to the effective date of termination / resignation.As per UAE Federal Law Article 132, if an employee has completed aperiod of one year of continues services, he / she shall be entitle toseverance pay.The days of absence from work or leave days without pay shall not beincluded in calculating the period of services. End of service benefit will be calculated as following1- 21 days for first5 years2- 30 days for the next 5 yearsMaximum: the end of services benefit should not exceed the salary of 24months. In addition, vacation balance and other. 11/22/2010 Done by :HR Manager HOSSAMHUSSEIN - 63 -