Policies procedures

Policies
& Procedures
Department of HR

Department of HR Table of Contents
1 OnBoarding
2 Attendance
3 Uniforms
4 Business Cards
5 Corporate Email
6 Business Travel
7 Recruitement & Selection
8 Internal Transfers
9 Performance Appraisal
10 Below Standard Performance
11 Rewards
12 Training & Development
13. Compensation & Benefits
14 Mobile Allowance
15. Home Tickets Allowance
16. Emergency Loan
Table of Contents

Policy
All non-temporary new recruits attend an induction program within the first two weeks of joining
Archimedia. This program gives them a general idea about the company and its different practices,
as well as the functions of their work units, prior to being held accountable for their work.
Purpose
To ensure proper introduction of new recruits to the company.
Scope
All non-temporary new recruits.
Procedures
1. The HR Manager sends the induction program for the new hire to him/her and to his/her buddy.
2. The “Essence of Archimedia “ course is always scheduled on the first week for any new hire. It is
conducted by the GM. It familiarizes the new hire with the company, policies, structure, culture,
work practices, and how we do things around.
3. During the new hire’s second week, the new hire spends a day in each department, meets it’s
teams and gets acquainted with their roles and how they fit in the company’s overall goal and
strategy.
4. Starting from the third week, the new hire starts his/her functional training within his/her
department. This should be guided by the line manager.
5. During the first six months, the associate has to attend onboarding courses.
1 On Boarding

Purpose
To govern the process of taking leaves and to ensure that associates maintain a healthy work life
balance.
To guarantee that the local labor laws are adhered to and that all leaves are within the framework of
these laws.
To monitor the daily attendance of all associates and ensure that working hours are firmly applied
and respected.
Scope
All Archimedia Associates
Guidelines
1.1 Hours Of Operation
• Cairo Showroom
Maadi - Sun - Thurs 10:00 am - 06:00 pm
Fridays & Saturdays off
Designopolis - Daily 10:00 am - 10:00 pm
• Riyadh Showroom
Mornings 10:00 am -12:00 pm
Sat - Tues Evenings 4:00 pm - 11:00 pm
Wed - Fri 4:00 pm - 12:00 am

• Dubai Showroom
Sun - Thurs 9:00 am - 9:00 pm
Fridays off
Sat 10:00 am - 7:00 pm
• Casablanca Showroom
Monday 03:00 pm - 07:30 pm
Tuesday - Friday 10:00 am - 12:30 pm
Saturday 10:30 am - 08:00 pm
• Office Standard Operation
Cairo: Sun - Thurs 9:00 am - 5:00 pm
Dubai: Sun - Thurs 9:00 am - 7:00 pm
The company reserves the right to change the normal working hours according to business
demands.
2 Attendance

Vacation balances for resigning associates will be dealt with as per the respective labor law of the
business unit.
If associates are sick, travelling, engaged in meetings, on vacation, or excused; it’s their responsibility
to send to HR an email on the 25th of every month verifying any irregularities the system will report
for them, otherwise, their pay will be impacted accordingly.
Annual / sick leaves as well as permissions should be directed and granted through AIMS. Otherwise,
pay will be impacted.
Associates are required to be present at work / showroom during the stated working hours.
Seasonal changes in working hours may be made by the General Manager to accommodate local
religious circumstances, climate conditions or consumer
shopping behavior.
1.2 Clocking In
All office based associates clock in by time machine and this is used to calculate pay. You will be
shown where to clock in when you first report to work. It is your responsibility to see that a correct
clocking is registered before commencing work. Inform your HR representative if the clocking machine
is out of order. All associates must be ready for work, and appropriately dressed when clocking in.
You are also required to clock out before you leave.
1.3 Punctuality
Any associate who misses signing in and out more than 6 times within a 6 month period will be
subject to disciplinary procedure.
1.4 Ramadan Hours
Ramadan timings will be communicated before the beginning of the month. In most times.
1.5 Time Off In Lieu (DIL)
If additional days are worked beyond the normal working day (e.g. on weekends or on public holidays,
etc...) a day off in lieu may be taken. This should be coordinated with your line manager and HR must
be notified so that the days are not deducted from annual leaves balance. All DIL’s have to be used
as soon as possible and within 3 months. They cannot be carried forward or cashed in.
2 Attendance

1.6 Leaves & Holidays
Official Holidays
DUBAI EGYPT RIYADH CASABLANCA
New Year - Jan 1st New Year Eid al-Fitr
Anniversaire du
manifeste de
l’indépendance 1944
Western Christmas Eastern Christmas
Saudi Arabia
National Day
Naissance du
prophète - Aïd el
Mouloud
Prophet’s Day Police Day Eid al-Adha Fête du travail
Israa & Miaraj Night Prophet’s Day Fête du trône
Eid Al Fitr Holy Easter
Journée de Oued Ed-
Dahab
Arafat Rite
& Eid Al Adha
Sham El Nessim
Fin du ramadan - Aïd
es-Sghir
Hijri New Year Sinai Liberty Day
Fête du sacrifice -
fête du mouton - Aïd
el Kebir
UAE National Day Labor day
Anniversaire de la
marche verte
Revolution Day
Fête de
l’indépendance
Ramadan Bairam Nouvel an de l’Hégire
6th
of October
Arafat Rite & Eid Al
Adha
Hijri New Year
One week prior to the actual holiday, the Regional HR Manager with the General Manager will
determine whether a showroom will close on that given day; and if not, together will determine the
staffing level required.
2 Attendance

Annual Leave
Associates cannot take annual leaves except after their probationary period. The entitlement for the first
year gets prorated depending on the date of joining. In the occasion that an associate resigns before
the completion of 12 months of employment, the leaves he/she have taken get deducted from him.
Resigning employees settle their leaves based on a 1.8 day for each month of employment.
Cairo
Your full annual holiday entitlement is 21 working days, and 30 working days for those insured for
more than 10 years.
Riyadh
Your full annual holiday entitlement is 22 working days.
Dubai
Casablanca
The holiday year is between January 1st and December 31st. Holiday entitlements cannot be
carried forward after the end of December unless a continuous holiday block started on or before 31
December and carried over into January.
Holidays must be planned ahead, approved by your Line Manager, and communicated to HR.
Resigned Employees
Leave balances for resigning associates will be dealt with as per the respective labor law of the
business unit.
2 Attendance

1.7 Cashing Of Holiday
We want associates to maintain a healthy work life balance. Therefore, we will not encash any
untaken vacations unless an associate has applied for a leave, was not allowed due to workload. The
associate has to present a documented proof of rejection of a vacation request to HR to be able to
enchash his/her vacation. Encashment is based in that case on basic pay only.
1.8 Excused Time (PAID) / Compassionate Time
Associates may be granted absence with pay where the circumstances are of a sudden, special or
very serious domestic nature. The key criteria is that the matter cannot be dealt with outside working
hours or by anyone else, and that not to release the Associate for the time requested would cause
harm and distress, not just inconvenience.
Where associates are subject to situations which meet the criteria, they should discuss them with
their Line Manager who will consider the individual circumstances. When the Line Manager considers
paid excused time to be appropriate, it should also be discussed and approved with the HR Manager
before the associate is informed of the arrangements. Each case will be assessed on its merits and
no hard and fast rules can be laid down.
The Line Manager is responsible for the completion of the appropriate administration.
Examples
Domestic Emergency
A sudden domestic emergency such as fire or flood will normally result in five working days’ paid
leave and the Associate would be expected to make alternative arrangements after the five days.
Unexpected Family Illness
Sudden illness in the family may necessitate an associate staying at home or needing to make
arrangements for their care. An associate may be considered for paid leave for five working days but
would be expected after five working days to make alternative arrangements.
Family Bereavement
In the event of a death of a near relative or partner, an associate may be granted to attend up to five
working days paid excused time to take into account the need for funeral and other arrangements to
be made. If the responsibility of funeral arrangements devolves to an associate who is of no blood
relation to the deceased, then paid leave may be granted. If any additional time off is required then
this is adjusted against annual leave with approval from Line and HR Manager.
2 Attendance

Other Exceptional Circumstances
Associates who have partners or dependent relatives with a critical/life threatening medical condition
may need to support them over a longer period of time. In these rare cases, it may be appropriate
for the associate to be granted paid excused time as compassionate leave to ensure that the best
care and support is available when needed. This is to subject to approval by Line Manager and HR
Manager. Wherever possible, flexible working arrangements will be explored to enable the associate
to provide the necessary care and support whilst retaining contact with the business.
1.9 Unauthorized Absence
Associates who are absent without permission will not be paid for the period of absence. Furthermore,
absence without permission is a disciplinary matter. The level of disciplinary action will depend upon
the period of absence and the reason which is given. This could be up to and including dismissal in
line with our procedures.
1.10 Maternity Leave
Egypt
All female associates on on-going contracts are entitled to 50 days ( as per Egypt Labor Law) of
ordinary maternity leave after completing 6 months in the company. The maternity leave period starts
upon the birth of the baby.
Dubai
A female associate shall be entitled to maternity leave with full pay for a period of forty five
days, including both pre and post natal periods, provided that she has completed not less
than one year of continuous service with us. A female associate who has not completed the
aforesaid period of service shall be entitled to maternity leave with half pay.
A female associate who has consumed her maternity leave may be absent from work without
pay for a maximum period of 100 consecutive or non-consecutive days if such absence
is due to an illness preventing her from resuming her work. A medical certificate issued
by a duly authorized medical institution or authenticated by the competent health authority
confirming that the illness is a result of pregnancy or delivery shall document such illness.
The leave provided for in the preceding two paragraphs shall not be deducted from other
leave periods.
During the 18 months following her delivery, a female associate nursing her child shall, in
addition to any prescribed rest period, be entitled to two additional breaks each day for this
purpose, neither of which shall exceed half an hour. These two additional breaks shall be
considered as part of the working hours and shall not entail any reduction of pay.
Riyadh --
Casablanca --
2 Attendance

Notification Requirements
The associate should advise us of her pregnancy by the end of her 4th month of pregnancy with:

• Her expected week of childbirth (in writing)
• When she intends to start her maternity leave
• When she expects to return
1.11 Half Paid Leave
Hajj (Applicable in Egypt only)
A Muslim associate who has not been on a pilgrimage to Mecca is entitled to four weeks leave at
half pay to perform pilgrimage. This can only be used after the associate has concluded 3 years in
service & only once during his or her career (as per the Egyptian Labor Law).
1.12 Overtime
• Technical Installers are given 48 hours per week of work orders to achieve.
They are only entitled to overtime if they are requested a weekly work order more than 48 hours.
• The overtime policy is applied as per the labor law in each business unit.
Forms
• Leave Request Form
• Overtime Request Form
2 Attendance

Policy
Associates should always be dressed neatly and appropriately for the type of work they perform.
Current uniforms must always be worn when on duty and should be kept well maintained.
All aspects of the uniform must be worn. All uniformed associates must adhere to the Uniform Policy
and Procedure. Line Managers are responsible for ensuring that these guidelines are met.
In the event that any associate arrives for work in a way that is not in line with this policy, their Manager
will advise them that they are not dressed or groomed appropriately to perform their duties, on the first
occasion. They will be given the opportunity to address the issues immediately, and if necessary, to
return home to change. Any deliberate breaches of this policy could result in disciplinary action being
taken against the associate. Any further incidents will be considered in breach of company policy and
further action in accordance with Archimedia’s disciplinary policy.
Purpose
• Archimedia requires a high standard of personal presentation and grooming.
• A uniform will be supplied to all associates of technical teams and must be worn at all times during
actual work hours, and in accordance with the following policy and procedure.
• Uniforms will be supplied to relevant associates and will remain the property of Archimedia,
however full responsibility for maintenance and cleanliness will remain with the associate, including
exchange of damaged or worn out uniforms.
Uniform Items
New associates are entitled to garments from the following items depending on their job for their first
order. Any subsequent order will be determined on a needs basis only by Line Managers. Every order
must be approved by the General Manager.
TechnicianSales & Operations
3 Uniforms

- Only plain or striped shirts
- No polos or T-shirts
Acceptable Colors:
White / Gray / Blue / Black
Jeans with multiple colors, obvious
writings, worn out cuts or stitches
are not allowed
Acceptable Colors:
Shades of Blue ~ Black
Acceptable Colors:
Gray / Black / Blue / Beige
Shirts
Trousers
Blazers
Sales & Operations | Men
3 Uniforms

Leather
Acceptable Colors:
Black / Gray / Brown
Leather
Acceptable Colors:
Shoes
Belts
Sales & Operations | Men
Appearance
- Hair properly groomed
- Face shaved
Provided Garments | Men
Garment Annual Entitlement
White Archimedia Shirt 3
3 Uniforms

- Skinny trousers / jeans are not
acceptable
- Skirts should be knee length
Shirts
Trousers / Skirts
Shoes
Sales & Operations | Women
- Only plain or striped shirts
are allowed
- No polo shirts
Acceptable Colors:
White / Gray / Blue / Black
Heels / Ballerinas
Acceptable Colors:
3 Uniforms

Belt Neckline Jacket Clip
Hairdo’s
Sales & Operations | Women
Acceptable Styles:
- Straight / Ponytail / Wavy
- Plain or striped Veil
Colored headbands / multiple hair
colors are not acceptable
Name Tag/ID should be worn at all times
ID/Name Tag
Provided Garments | Women
White Archimedia Shirt 3
3 Uniforms

Hoodie (Dark Grey) Tool Belt
T-Shirts with 1/2 Sleeve (Black & White)
BootsT-Shirts with Sleeve (Black & White)
Gray Cargo Pants
3 Uniforms
On-Site Staff
T-Shirts w Sleeves 4
T-Shirts w 1/2 Sleeves 4
Hoodies 1
Cargo Pants 2
Tool Belt 1
Boots 1

Ordering Garments for New or Existing Associates
Managers must ensure that all uniform orders for new staff are ordered from HR by sending out a
uniform request form in the first week of their employment.
Before ordering garments, please ensure you use the Fitting Guide to minimize exchanges.
It is very important that all associates try out their clothing for size and fit once obtaining them as
no returns or exchanges will be accepted 7 days after associates receive clothing.
Managers place orders for their associates. General Managers will authorize their respective
managers’ orders. Any orders for existing staff are to be approved by the Line Manager on a needs
basis only. All other terms and conditions mentioned in this policy apply.
Jewelry
Jewelry should be discrete and professional in appearance. Ear piercings are acceptable, provided
the jewelry is of a conservative and professional nature, such as studs and sleepers.
Hair
Hair should be worn in a neat and tidy fashion and be of a discrete and professional color and style.
Religious Garments
Costumes and garments worn to comply with religious requirements are acceptable as long as
they do not pose a risk and are neat and modest.
Pregnant Women
Pregnant women are expected to adhere to the company dress standards.
If larger garments are required, please order these from Human Resources.
Exchanges
If garments do not fit correctly, please send them back to Human Resources with a completed
Return & Exchange Form, within 7 days of receipt.
Associates Purchases of Extra Items
Orders for garments in excess of entitlements are permitted. These will be paid by ordering
associates.
Returning Old Uniforms
Upon resignation or termination, uniforms must be returned in full to Human Resources.
3 Uniforms

Responsibilities
Associate
• Treat the uniform with care.
• Wear the uniform at all times during working hours.
• Ensure the uniform is replaced if it becomes faded, ripped or torn.
• Ensure that the uniform is kept clean and presentable at all times. Shirts should always be neat
and ironed.
Manager
• Order uniforms for new associates and reorders on a reasonable as need basis.
• Try to limit orders to seasonal collective orders.
• Ensure associates comply with the policy and spirit of the policy.
General Manager
• Authorize all reorders in a timely manner.
Human Resources
• Ensure the letter and spirit of the policy is followed.
• Provide guidance and coaching to associates and managers on Uniform Policy and Procedure
Marketing
• Ensure the letter and spirit of the policy is followed.
• Handle purchases of uniforms and reorders.
Guidelines
The steps that must be taken in ordering uniforms are:
• Line managers will organize your entitled uniform when you start at Archimedia by sending out
filled in uniform order form to Human Resources.
• Uniforms, or components of, will be replaced on an as needs basis, if authorized by the line
manager, and General Manager.
• All associates are to return uniforms on termination, along with other company property to their
manager. Associates are required to pay for the replacement costs of non-returned uniforms.
Forms
Uniform Request Form
3 Uniforms

Policy
It is the policy of the company to issue standard business cards for associates who need to exchange
contacts with customers.
Purpose
• To enhance communication between company associates and customers.
• To justify the need for business cards only to associates needing to exchange contacts.
• To standardize format for business cards which reflect the company’s image properly in the market.
Scope
All company associates who are in direct contact with customers.
Procedures
1. The associate fills in the Business Card Request Form located on the HR module on AIMS and
approves it from his/her department head
2. The approved form is sent to the Regional Marketing Manager and the Regional Creative Director.
3. The Regional creative director then contacts the print shop to print the cards based on standard
set by the marketing department.
4. Printed cards are then delivered to the associate.
Forms
• Business Card Request Form
4 Business Cards

Policy
The purpose of this policy is to ensure the proper use of Archimedia’s email system and make users
aware of what Archimedia deems as acceptable and unacceptable use of its email system.
Legal Risks
Email is a business communication tool and users are obliged to use this tool in a responsible,
effective and lawful manner. There are many technical, business and moral guidelines that must be
adhered to when using email. As a policy, all Archimedia email users are forbidden to:
Send or forward emails with any libelous, defamatory, offensive, racist, religious, greeting cards
or obscene remarks:
• Unlawfully or inappropriately forward confidential information.
• Send messages of sensitive nature dealing with political or religious matters.
• Knowingly send an attachment that contains a virus.
• Forge or attempt to forge email messages.
• Disguise or attempt to disguise your identity when sending mail.
• Send email messages using another person’s email account.
• Copy a message or attachment belonging to another user without permission of the originator.
• Reply to all on announcements, personal notifications, etc...
• Send invitations, greetings and personal notifications to all etc...
By following the guidelines in this policy, the email user can minimize the risks involved in the use of
email. If any user disregards the rules set out in this Email Policy, the user will be held responsible
and will be subject to disciplinary action.
Best Practices
Archimedia considers email to be a key means of communication and recognizes the importance
of proper email content and speedy replies in conveying a professional image and delivering good
customer service. Users should take the same care in drafting an email as they would for any other
communication. Therefore, Archimedia wishes users to adhere to the following guidelines:
Writing Emails
• Do not use non English wording in writing English Emails.
• Keep your emails as short and clear as possible.
• If you cc an associate on an email, please clarify what action you expect from that person.
Signatures must include your name, job title and company name.
• A disclaimer will be added underneath your signature (see Disclaimer)
• Users must spell check all mails prior to transmission.
• Do not use cc: or bcc: fields unless the cc: or bcc: recipient is aware that you will be copying a
mail to him/her and knows what action, if any, to take.
• If you forward mails, state clearly what action you expect the recipient to take.
• Only send emails of which the content could be displayed on a public notice board. If they cannot
be displayed publicly in their current state, consider rephrasing the email, using other means of
communication, or protecting information by using a password (see confidential).
• Only mark emails as important if they really are important.
5 Corporate E-mail

Replying to Emails
• Emails should be answered within maximum 8 working hours, but users must endeavor to answer
priority emails within 4 hours.
• Priority emails are emails from existing customers and business partners.
Maintenance
Delete any email messages that you do not need to have a copy of, and set your email client to
automatically empty your ‘deleted items’ on closing.
Personal Use
Although our email system is primarily for legitimate business use, personal use is permitted as long
as it is reasonable and adheres to the above guidelines. Do not send e-mail with the expectation
that they are confidential or will not be seen by anyone else.
Confidential Information
Never send any confidential information via email. If you are in doubt as to whether to send certain
information via email, check with your manager first.
Email Accounts
All email accounts maintained on our email systems are property of Archimedia. Passwords should
not be given to other people and should be changed once a month. Email accounts not used for 60
days will be deactivated and possibly deleted.
System Monitoring
Users expressly waive any right of privacy in anything they create, store, send or receive on the
company’s computer system. Archimedia can, but is not obliged to, monitor emails without prior
notification. If there is evidence that you are not adhering to the guidelines set out in this policy,
Archimedia reserves the right to take disciplinary action, including termination.
Questions
If you have any questions or comments about this Email Policy, please contact Human Resources.
If you do not have any questions Archimedia presumes that you understand and are aware of the
rules and guidelines in this Email Policy and will adhere to them.
5 Corporate E-mail

Policy
Business Travel represents any essential travel assigned to the associate from management that
includes:
1) Travel to Archimedia sister company, subsidiary or affiliations.
2) Travel for training, seminar, conference or official meeting.
3) Travel for sales activity or to visit sites in other countries.
Purpose
The purpose of this policy is to manage the use of the company funds for business related travel,
to provide information and guidelines, and to authorize and/or approve reimbursement of expenses
for business related costs incurred during domestic and/or international business travel.
Scope
All Archimedia permanent Associates in all subsidiaries in all markets.
Procedures
1. International Travel
In preparing the annual plan, each General Manager should include a detailed travel budget that
includes all business and training trips expected during the calendar year.
• The travelling associate is responsible to complete the business travel & allowance request
form and get approval from the General Manager (or CEO in case of regional mangers) prior to
the business trip.
• A copy of the form is sent to the travel agency.
The travel agency and the travelling associate are responsible for:
a. Arranging issuance for entry visa.
b. Purchasing air flight ticket(s) at the lowest possible fare, while maintaining logic and practicality
with regards to plane routes and schedules.
c. Making hotel reservations in 3 star hotels in Europe, Asia and the U.S., and 4 star hotels in the
Middle East.
d. Hotel accommodations exceeding $200 per night must be approved by the General Manager
or the CEO prior to travel.
6 Business Travel

The company provides a travel allowance as an advance payment for food, internal transportation
and other incidental expenses based on the below table:
Per diem Middle East Europe Asia U.S
Head of Regional
Departments
$75 $100 $100 $100
Grade 7 and Above $ 75 $ 100 $ 100 $ 100
Grades 4-6 $ 60 $ 80 $ 80 $ 80
Grades 1-3 $ 50 $ 65 $ 65 $ 65
The travelling employee needs to submit a copy of the travel request form to finance to receive the
entitled amount.
2. Domestic Travel
• Domestic travel should be via public transportation. Domestic flight is an exception, upon certain
cases which should be approved by the General Manager.
• Hotel reservations should be made via the travel agency in 4 star hotels outside Archimedia base
city with a maximum budget of EGP 450 per night.
• Travel expenses shall be reimbursed incase associates use their own vehicles, provided that
associates submit fuel receipts to Finance Department.
• A Domestic travel allowance will be paid to Associates per travel night in local country currency
– as per the table below.
Per diem UAE Egypt Saudi Arabia
Head of Regional
Departments
AED 150 EGP 150 SAR 150
Grades 7 and Above AED 150 EGP 150 SAR 150
Grades 4-6 AED 115 EGP 115 SAR 115
Grades 1-3 AED 75 EGP 75 SAR 75
For international or internal travel, the following hold:
• Additional expenses (such as transportation to and from airports, train stations, ports or bus
terminals), where reasonably incurred, will be reimbursed upon submission of an expense report
accompanied by original receipts.
• Each General Manager is responsible to revise, control and approve the trips within the subsidiary
respecting the travel policy.
6 Business Travel

• When travelling for a specific project the related travel expenses should be added to the
project’s cost.
• Travel-return day is considered half day in travel allowance calculation, with minimum payment
of 1 day travel allowance.
Example:
a. Travelers for one day only (travel & return on same day) will be allowed for 1 day travel allowance.
b. Travelers for 2 days (travel & return next day) will be allowed for 1.5 days per Diem.
Procedures
1. Upon submission of the Travel Request Form to an accountant in the Finance department, the
associate gets an advance with his/her per diem.
2. This advance is charged on the associate’s personal account.
3. Upon the associate’s return, and within a max of 5 business days from his/her arrival date, he/
she is required to submit to accounting a singed “Travel Expense Report” along with the relevant
supporting documents such as:
1)    Approved Travel Request Form.
2)    Copy of airline ticket/boarding pass
3)    Itemized hotel bill
4)     Original bills for any transportation, internet, etc…. that need to be reimbursed by the
company as per the travel policy.
All expenses charged to associate’s personal account will not be cleared unless the
previous procedure is followed.

Forms:
• Travel Request Form
• Expense Report Form
6 Business Travel

Policy
Archimedia strives to attract and retain the most highly qualified workforce in the industry, regardless
of gender, age or ethnicity.
Purpose
• Manage the selection and hiring process.
• Ensure efficient, systematic, and unbiased methods of recruiting and selecting qualified applicants
are followed.
• Guarantee that Archimedia is consistently able to recruit and retain associates of the highest
caliber enabling the achievement of the company’s long term strategic objectives.
Scope
All Archimedia managers with direct reports.
Procedures
1. Department Managers/Team Leaders should report to HR a yearly manpower plan, in accordance
with Archimedia’s overall goals and objectives, by the fourth quarter of each calender year. This
report must be reviewed by the General Manager and approved by the Chief Executive Officer prior
to its submission.
2. Prior to recruitment, the line manager should complete and approve the hiring request form along
with the job description and send both documents to HR.
3. HR Manager should verify the hiring request based on Archimedia’s overall manpower plan and/or
business needs in case of a resigned associate.
4. If the job position is not included in Archimedia’s overall manpower plan or upon replacement, an
approval from the General Manager is required. All managerial positions should be approved by the
Chief Executive Officer as well.
5. Recruitment is initiated through the most appropriate of the following channels:
• Online recruitment through joining specialized recruitment websites
• Recruitment agencies
• Referrals
• Archimedia website
• Head hunting for key positions
• Internal transfer
• Universities and educational institutes
• Employment fairs
6. HR department should maintain a database of resumes and agreements with different recruitment
sources.
7 Recruitment & Selection

7. Candidates should fill in the Internal Job Application Form. HR will then carry out the necessary
screening interview(s) if needed.
8. Short listed candidates should be interviewed by the direct line manager and General Manager,
if needed.
9. Candidates for managerial positions must be interviewed by the Chief Executive Officer.
10. Some technical positions, such as installer, may require administrating a technical proficiency
test as well as a practical assessment in order to determine the level of technical competency.
11. Once the candidate passes the technical proficiency test, an interview with the Technical
Manager will take place.
12. A formal regret email should be sent by HR to those candidates not selected for a job opening.
13. The HR Manager prepare an Employment Offer Letter, approves it by the GM, or CEO depending
on position and sends it to the accepted candidate.
14. Upon acceptance of the Employment Offer, hiring procedures should start as per local labor
laws, and respective detailed hiring procedures.
15. Exceptions to this policy include non-skilled or temporary staff, which may require a medical
check-up and interview assessment by direct supervisor.
16. Compensation is to be determined as per the Compensation & Benefits policy.
17. Associate should provide HR with legal hiring documents to proceed with the contract
issuance.
18. Associate should sign the employment contract which will differ according to the market
and hand it back to HR. The employment contract should be in two/three copies one for the
associate, the other one will be in the associate personnel file, and in case of Egypt the third
one will be sent to the Social Insurance Organization.
19. HR should coordinate the preparation of all new hire requirements, notifying the concerned
parties whenever appropriate.
• IT: Computer arrangement / e-mail address
• Marketing: Uniform arrangement (if needed)
• Multimedia: Business Cards/Email Signature
• Administration: Desk / Office space arrangement
• Accounting: Payroll administration and bank account opening.
20. The new hire should receive a copy of the assigned Job Description upon signature of the
employment contract, in addition to the Archimedia Associate Handbook.
21. HR should send a New Hire Announcement to all Archimedia mailing lists.
22. The Personnel in charge should create a personnel file for the new hire and fill in the New Hire
Checklist to ensure the personnel file is properly completed.

Forms
• MPP Form
• Application Form
• MPP Compiled Form
• Job Description
• Employment Offer
• Employment Contract
• New Hire Announcement

Policy
Archimedia encourages internal transfer to foster a workplace where qualified associates are
encouraged to seek various career opportunities, gain valuable work experience, enhance their
competencies and increase job satisfaction.
Purpose
The aim of this policy is to define the regulations governing the transfer of Archimedia associates to
other Archimedia subsidiaries, sister companies, or business units.
Scope
All permanent Archimedia associates who have completed 12 months of employment are entitled
to apply for assignments in other subsidiaries in accordance with the internal transfer procedures.
Procedures
1. HR Manager announces all vacancies internally via email and the Archimedia post.
2. Archimedia associates who have spent at least 12 months of employment in a single position are
entitled to apply for internal job postings, if they meet the requirements for the announced job.
3. The associate fills in an Internal Job Application Form and sends it to the HR Manager.
4. HR Follows general procedures for internal recruitment.
Forms
• Internal Job Application Form
8 Internal Transfers

Policy
The company promotes a system of regular feedback by which managers and associates are able
to assess skills needed to achieve objectives successfully, identify competence, and develop
weakness. Within this system, performance of all company associates is evaluated progressively
depending on the nature of their jobs. Sales associates’ performance is evaluated quarterly. All
other associates’ performance is evaluated annually, with a mid year review. The appraisal year
is Jan – December and the review takes place end of June.
Purpose
• It provides information upon which merit increases, promotions, and performance-based
bonus take place.
• It helps identifying effective performance and required skills and competencies leading to
boosting employee’s morale, and promoting motivation.
• It helps identifying training needs and setting development plans.
Scope
All Archimedia permanent Associates
Procedures
1. At the beginning of each year, the CEO announces the company strategic objectives that
are in line with the strategic cornerstones of the company.
2. Each General Manager communicates his/her business unit’s objectives for the next
evaluation period to his/her associates (direct reports).
3. Department heads do the same thing with their reports.
4. Each associate sets his/her individual objectives that will help in achieving the department’s
general objectives, and hence the company’s. The associate at this point can ask for his/
her manager’s help.
5. The manager sits with the associate, reviews his/her individual objectives and redefines
them, if necessary. The associate fills in the section on objectives in the performance
appraisal forms on AIMS.
6. The associate saves the data he/she entered on AIMS.
7. In the middle of the evaluation period, the manager sits with the associate to provide
feedback on performance and redefine objectives, if necessary.
8. One month before the end of the evaluation period, associates go on AIMS and rate their
own performance.
9. Managers plan to meet each associate individually to discuss and rate their performance,
and recommend training and development, if necessary.

10. Both the manager and the associate include their comments and signatures on the
appraisal form.
11. The associate then submits the form to Human Resources.
12. In case the rating of the associate’s rating is 3 and above, the Bonus and Merit increase
policies are followed.
13. In case the rating of the employee is 2.5 or below, the manager and the employee have to
fill out a “Below Standard Performance Report and Action Plan form and attach it to the
appraisal form. (Refer to Below Standard Performance Policy)
14. The Human Resources Manager plans training courses that are either in line with the
associate’s development plan within the company or based on an identified need for the
following year according to the individual associate’s needs .
15. The Human Resources Manager instructs the Finance Manager to make bonus payments
and merit increases for eligible associates.
Forms
Performance Appraisal Form

Policy
Occasionally, an associate’s performance may prove to be unsatisfactory over a specific period of
time. The associate’s manager/supervisor along with the training department are responsible for
working together to bring the associate’s performance up to accepted standards. Decisions with
regards to taking corrective actions to improve associate’s performance have to be timely and fair.
Purpose
• Identify performance related problems at an early stage and take corrective actions accordingly.
• Building a more efficient, effective and highly motivated team, which improves associate morale
and team performance.
Scope
All company associates
Procedures
1. The manager/supervisor identifies the problem with the associate’s performance.
2. The manager/supervisor holds a formal review with the associate having a performance problem
to communicate expectations and identify reasons for below standard performance.
3. The manager/supervisor gives a written warning to the associate and sends a copy of the warning
to the HR Manager.
4. The manager/supervisors and the associate set a time framed action plan and fill in a below
Standard Performance and Action Plan Form and a Training Request Form, if needed. The
deadline for the action plan should not exceed six months.
5. The manager/supervisor sends a copy of the Below Standard Performance and Action Plan
Form to the HR Manager in order to follow up on associate’s progress.
6. The manager/supervisor also sends the Training Request Form to the HR Manager in order to
arrange for requested courses.
7. According to the deadline of the action plan, the manager/supervisor sits again with the associate
to review performance and highlight progress. In this review meeting, someone from HR Manager
has to be present.
8. In case associate’s performance is improving and going in the right direction, the below standard
performance report and action plan form is sent to the HR Manager for filing.
9. In case associate’s performance is still below standard, the manager/supervisor in accordance
with company’s grievances policy gives a dismissal warning.
10. The HR Manager takes necessary action with regards to dismissal and termination of associate’s
contract.

Forms
• Below Standard Performance and Action Plan Form
• Warning Letter

Policy
Archimedia encourages the recognition of outstanding performance through the use of awards that
are creative, flexible and meaningful.
Purpose
The aim of this policy is to provide encouragement for outstanding performance, with guidance
towards the standards of fairness and legality aligning with the company long term strategic
objectives.
Scope
All full time associates who have been employed for a full year.
Criteria
The following are the criteria for recognition and reward eligibility:
• Recommendation should be done by the direct manager and General Manager.
• Special achievements, consistently outstanding performance, outstanding customer service and
best team work player within the year are to be considered.
Awards
The following are the types of awards offered by the management:
~ Archimedian Of The Year ~
o One associate should be selected annually from all Archimedia business units.
o Achiever should be granted a plaque and a financial reward up to one month payment.
~ Outstanding Performance ~
o Each General Manager should select annually one associate from his respective business unit.
o Achiever should be granted a plaque and a financial reward up to one month payment.
Procedures
The recognition will be granted annually as follows:
• ~ Archimedian of The Year ~
• ~ Outstanding Performer of The Year ~
1. Nomination along with approved annual appraisal shall be sent by each General Manager to the
Regional HR Manager within 1 month from year end to select the short listed nominees.
2. HR should then compile all the nominees and submit the summary to the Chief Executive Officer.
3. The Chief Executive Officer approves the nominations.
4. The Chief Executive Officer announces the results.
5. The winner should take a financial reward of maximum one month.
11 Rewards

Policy
Archimedia is committed to train all associates - in house or through suppliers - as part of a
comprehensive human resource development strategy in order to provide the organization with
the skill sets necessary for market leadership. In order to continuously develop the abilities of its
associates, individual career plans are also developed for high potential associates in accordance
with their capabilities.
Purpose
This policy is to set guidelines for managing the training budget in the most appropriate way,
leading to the optimum development of associates’ skills, all in order to reach the highest standards
of performance across the company.
Scope
All permanent Archimedia associates.
Procedures
1. Training budget is to be pre-set within the annual business plan process.
2. The HR Manager in coordination with the department heads and GM set the annual training and
development needs for the organization and individual associates based on company needs
and the associates performance appraisals.
3. HR Manager consolidates all training needs to develop an overall company training plan, with
an estimated budget.
4. The company should offer employees a minimum of 1 soft skill training a year and a maximum
of 3, inhouse or to be provided by training houses.
5. Training providers should be identified and assessed by General Manager / HR.
6. HR Manager starts selecting training providers for each course, taking into consideration dates
and cost.
7. HR Manager prepares an annual training plan for external and internal training based on the
needs and the market providers.
8. The training plan and budget should be approved by the General managers and CEO.
9. After approval, the HR Manager should send each General Manager his respective Training
Plan.
10. Other trainings may be initiated (or the need for it identified) by any of the following:
• Through management observation or the need for skills development.
• A training opportunity presents itself through a trade organization, a training centre
or one of Archimedia suppliers.
• Associate initiative

The process for that is as follows:
1. The associate fills in a Training Request Form, gets it approved by his/her manager and GM,
and submits it to the HR Manager.
2. If an associate attends a training course that is not part of his/her development plan and does not
have a Training Request Form approved from the HR Manager, the company reserves the right
to hold the associate responsible for the cost of that training. Nobody is allowed to attend any
courses unless the request is approved by the HR Manager.
3. Before attending any training course, the associate needs to make sure he has signed a Training
Commitment Form. Upon training course completion, a Training Assessment Form will be
completed by the trainee.
4. Upon training course completion, a Training Assessment Form has to be filled and submitted to
the course facilitator.
Forms
• Training Request Form
• Training Commitment Form
• Training Assessment Form

I. Annual Pay Review Policy
Purpose
Archimedia recognizes the importance and contribution of its associates in pursuing, achieving
and supporting its mission. Therefore, we maintains a total compensation and benefits program
directed toward attracting, retaining and rewarding a qualified and high-performing workforce.
Scope
All Archimedia permanent associates who have completed one full year of employment (Jan –
Dec).
Definitions
Market Rate is the rate of pay with which Archimedia competes in fields or disciplines in local
or regional markets. When necessary and appropriate, salary adjustments not related to
performance, but intended to correct market or equity disparities may be proposed for individual
associates or jobs. Surveys and reports regarding market data should be the only source backing
such decisions. All such adjustments are recommended by the Regional Human Resources
Manager and require the approval of the GMs and the CEO.
Procedures
1. In December of every year, the Regional Human Resources manager submits the comparison
report for salaries, benefits, and allowances and recommendations.
2. This report is reviewed by the GMs and CEO.
3. A final decision is reached and announced in January of the following year.
13 Compensation & Benefits

II. Merit Increase Policy
Purpose
The company promotes a pay for performance policy in order to encourage and reward excellent
performance with merit increases whenever possible. This in turn motivates associates and
provides an equitable and fair base for salary increases.
Scope
Dec).
Procedures
1. Based on the performance appraisal rating, associates will be given merit increases as follows:
2. No salary adjustments or increases will be made on other basis, except in promotions and
transfers if applicable.
3. Increases effective dates will be announced to all associates every year in March.
Performance Rating Merit Increase as a Percentage of Basic Pay
5 10
4 7
3 5
2 0
1 0

III. Bonus Payment Policy
Purpose
Archimedia has a bonus payment policy that creates a link between company objectives and
those of the associates. In the occasion that the company’s overall sales targets and objectives
are met, associates will be paid bonuses based on their performance ratings on their PAR.
Scope
Dec).
Procedures
1. The company announces in March of every year whether it has achieved its targets and
objectives.
2. Upon achievement, bonuses will be paid as follows:
3. To qualify for bonus payment, an associate has to have worked for the company one full year
from Jan - Dec.
4. The Regional Human Resources Manager coordinates with the Regional Finance Manager and
sends the bonus total for each eligible associate.
5. The Regional Finance Manager coordinates with his team members and processes the
payments.
5 2 months
4 1.5 months
3 1 month
2 0
1 0
Performance Rating Basic Pay

Purpose
This policy sets forth the conditions that entitle an associate to receive a company owned mobile
line and the responsibilities of the company towards bearing related costs.
Scope
All Archimedia permanent associates in all subsidiaries in all markets.
Procedures
1. Upon joining the company, you will receive a company mobile phone line. The allowance for
each job is as per the tables below.
2. Every month, the company mobile bills are presented by the mobile operators to the Finance
Manager.
3. The Finance Manager pays for the amount of the allowance and deducts the balance from the
associate’s salary.
14 Mobile Phone Allowance
Regional Managers based in Cairo Amount/Month in EGP
Regional HR Manager OPEN
Regional Creative Director 500
Regional Marketing Manager 500
Regional Programming Manager 500
CSD Team Amount/Month in EGP
Senior System Designer 230
System Designer 115
Design Manager 460
Cad Drawer 58
Regional Office

United Arab of Emirates
Job Title Department
Amount/Month
in AED
General Manager Top Management 1000
Finance & Accounting Manager Finance & Accounting 460
Accountant Finance & Accounting 50
Senior Accountant Finance & Accounting 50
Office Boy Finance & Accounting 50
System Administrator IT 50
Data Entry IT 50
Logistics Coordinator Logistics 50
Driver Logistics 50
Operations Manager Operations 550
Projects Manager Operations 250
Operations Coordinator Operations 200
Technician Operations 50
Senior Technician Operations 50
Technical Support Team Leader Operations 200
Projects Coordinator Operations 250
Sales Manager Sales
Product Specialist Sales 325
Solutions Consultant Sales 325
Sales Executive Sales
Showroom Manager Sales
Sales Coordinator Sales
Sales & Operations Coordinator Sales

Egypt
Amount/Month
in EGP
General Manager Top Management 1000
Finance & Accounting Manager Finance & Accounting 460
Accountant Finance & Accounting 57
Senior Accountant Finance & Accounting 115
Office Boy Finance & Accounting 57
System Administrator IT 58
Data Entry IT 58
Logistics Coordinator Logistics 345
Driver Logistics 57
Operations Manager Operations 575
Projects Manager Operations 460
Operations Coordinator Operations 345
Technician Operations 57
Senior Technician Operations 230
Technical Support Team Leader Operations 460
Projects Coordinator Operations 345
Sales Manager Sales 575
Product Specialist Sales 345
Solutions Consultant Sales 460
Sales Executive Sales 115
Showroom Manager Sales 230
Sales Coordinator Sales 345
Sales & Operations Coordinator Sales 345

Kingdom of Saudi Arabia
Amount/Month
in SAR
General Manager Top Management
Finance & Accounting Manager Finance & Accounting
Accountant Finance & Accounting
Senior Accountant Finance & Accounting
Office Boy Finance & Accounting
System Administrator IT
Data Entry IT
Logistics Coordinator Logistics
Driver Logistics
Operations Manager Operations
Projects Manager Operations
Technician Operations
Senior Technician Operations
Technical Support Team Leader Operations
Projects Coordinator Operations
Sales Manager Sales
Product Specialist Sales
Solutions Consultant Sales
Sales Executive Sales
Showroom Manager Sales
Sales Coordinator Sales
Sales & Operations Coordinator Sales

15 Home Tickets
Policy
All associates are entitled to a benefit of an annual home ticket every calendar year. The company
provides this benefit to all associates because it realizes the importance of taking vacations and
spending time with friends and family. However, the company doesn’t buy you the ticket. It pays you
a monthly payment of the average price per ticket per home country.
Purpose
To give associates flexibility to better plan travel dates.
To govern related costs while maintaining equity.
Scope
All permanent Archimedia associates in all subsidiaries in all markets.
Procedures
1. Payments are made on a monthly base with salary payments with an average price per ticket
per destination.
Country Amount/Month in AED
India 160
Philippines 315
Egypt 150
United States 440
Pakistan 125
Italy / Switzerland 300
Jordan 150
United Kingdom 300
2. In the occasion that an associate resigns before he completes one full year from his/her hiring
date, the payments made monthly for tickets are deducted from his last month’s salary.

Policy
The company may approve lending certain funds to associates who, due to unforeseen
emergencies, may require financial assistance. Loans will be provided interest free, and intended
only for emergencies.
Objectives
To govern the issuance of emergency loans, and ensure that this privilege is managed so that the
maximum number of legitimate requests may be granted.
Scope
All company associates.
Definitions
Emergency: refers to events that are unforeseen, unavoidable, and necessitate action that was
not previously necessary. Specifically, the following events may be considered cause for a loan
request:
• Loss of residence due to force majeure.
• Damage to residence making it inhabitable (fire, leakage, etc.)
• Severe illness or surgical procedure of the associate or his/her dependents (spouse, children,
parents for unmarried associates who are the only child) not adequately covered by the
company Medical Insurance Policy.
Responsibilities
HR Department: verifies the need for the loan and processes the necessary paperwork.
Finance Department: Loan the amount and deduct it from salary on two months.
Procedures
1. The associate in need for a loan fills in a loan request form, approves it from his/her
department head, and sends it to the HR department.
2. HR Manager verifies the need for the loans, processes the request in accordance with the
decision he/she makes, and calculates the amount that will be deducted from the associate’s
salary every month (payback period = maximum 6 months).
3. HR Manager makes necessary arrangements with the finance department in order to loan the
amount to the associate, and deduct the amount from the associate’s salary on the two months
period.
Forms
Loan Request Form
16 Emergency Loan

Policies procedures

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