United
Darfur Committees
ACRONYM: UDC
HUMAN
RESOURCE POLICIES:
1. WORKING HOURS
The normal working week is 40 hours Sunday through to
Thursday with a half an hour. Breakfast/lunch break every day. To meet the
needs of emergency programs, the administration may make necessary changes in
the working hours.
However, daily office
opening hours are 08:00 a.m. to 16.00 p.m. winter time or 8:30 a.m. to 16:30
summer time; Sundays through Thursdays inclusive of the 1/2 hour breakfast/lunch
break. During Ramadan daily office opening hours will be 1 hour less. Office
opening hours are Subject to change at the discretion of the management.
Days Off: Fridays
2. Leave and Absence
2.1 Annual Leave and
Vacation
Annual leave is an approved absence from work with
full gross salary for a definite number of Days during a year. Sudanese
organization for Rehabilitation & Construction regulations cannot be less
favorable to the employee than national regulations. UDC gives annual
leave within the calendar year (01.01-31.12) according to Employment period
during the previous year.The annual leave shall be determined as follows
inclusive of Road Holiday:
v
First 8 years of employment: 30 calendar days.
v
Continuous employment between 8 and 15 years: 35 calendar days.
v
For employment more than 15 years: 40 calendar days. For shorter
periods of service, a proportional number of days are granted. An employee is
entitled to his/her annual leave after the completion of one year of Continuous
service with the employer.
It is the responsibility of
the employee to apply in writing for his/her annual leave to the
Employer through his/her immediate supervisor. Such
request should be submitted at least One month before the commencement of the
date of the leave, to allow best possible planned continuation of the employees
work during his/hers absence. Annual leave earned in one calendar year is
normally to be taken during the next calendar Year. An employee may on a
written application, approved by the Director, be allowed to transfer Up to 10
days annual leave from one contract year to the next, and to take up to 5 days Annual
leave in advance.Payment in lieu of leave will be given only in extraordinary
cases, when it has been impossible to take annual leave. Such cases should be
applied for in writing and must be approved by the Director.
2.2 Sick Leave
Absence from work due to illness for more than one
day, or less than one day if the absence is of a recurring nature, must be
reported to the supervisor by telephone or messenger as soon as possible. For
the first day of absence a personal statement in writing by the employee is acceptable.
The statement must be handed in to nearest supervisor. Absence exceeding one
day due to Illness must be certified by a qualified and registered medical
practitioner. Without this documentation the absence will not qualify for
payment.
Eligible employees will
accrue sick leave benefits as stipulated in the Sudan Labor Act 1997 As
follows:
a- Three months with full
pay;
b- Continuing following
three months of sickness with half pay;
c- Continuing following
three months of sickness with quarter pay;
d- If the sickness still persists for more than the
stated period above, the employee shall be on sick leave without pay until the
GOS Medical Commission decides on the employee’s fitness to work.
2.3 Maternity Leave
Any pregnant employee is entitled to paid leave for
check-ups upon certification by a medical doctor. Any leave in advance of
delivery will be accepted as sick leave when certified by UDC recommended
medical doctor/nurse. Maternity leave will be 3 months of paid leave per birth;
annual leave will not be forfeited. Lactating mothers will for the first 12
months be granted 1 hour off per day for feeding the baby. This time may be
taken out in two periods of 30 minutes
2.4 Paternity Leave
The father will be allowed to take 2 weeks of paid
leave at the time of birth when living with the child’s mother; this paid two
weeks leave is allowed only once a year and after six months of employment.
2.5 Educational Leave
An employee who
participates in a course/training programme which is organized or
Accepted by UDC to be of benefit for his/her job, will be
granted leave with pay for the period so required.
2.6 Mourning Leave
Mourning leave with pay can be granted up to a maximum
of 10 working days per year. Local traditions and culture requirement will be
considered.
2.7 Death of Spouse
Leave
In case of the death of an employee’s spouse, the
following Sudanese regulations apply:
v
The leave will be 4 months and 10 days.
v If the husband has died and the
wife is pregnant, the leave shall continue until the Time of delivery.
v Following the delivery, the
normal Maternity Leave as described in Section 2.3 above
Shall apply;
2.8 El Haij Leave
Muslim employees are, in
accordance with Sudanese regulations, entitled to the following El Hajj Leave:
v Following a period of employment
of three (3) years, an El Haij Leave of 15 days can be taken.
v The leave must be taken for the
fulfillment of El Haij, and is only granted once during the entire period of
employment.
v
All documentation verifying pilgrimage must be produced on return.
2.9 Compassionate Leave / Emergency Leave
An employee may be granted leave of absence with pay
to take care of persons for whom they are responsible for daily care in case of
serious illness. Such leave may be given for up to 2 weeks per year with full
pay, or 4 weeks with half pay. Decisions on emergency leave will be taken by
the Director.
2.10 Public Holidays
Official holidays in recognized in Sudan will be
observed. When requested by the Director staff may be required to work on
official holidays.
Should there be an excessive number of national
holidays; necessary compensatory adjustment will be made at the discretion of
the Director. Holidays as specified above cannot be accumulated and added to
annual leave or Compensated in any other way. However the nature of work may
demand that the employee works beyond normal working hours and on Public
Holidays.
2.11 Other Leaves
An employee may be granted leave without pay for
unforeseen circumstances. If possible, the employee will be given the
opportunity to compensate the time lost by working overtime on an hour for hour
basis.
3. Transport
UDC does not pay additional transport allowance,
since transport allowance is included in the salary. It is the responsibility
of each employee to make their own transport arrangement to ensure that working
hours are observed.
4. Overtime:
Overtime must be agreed upon ahead and approved by the
line manager. Overtime must be signed for on the time keeping card by the line
manager .No overtime claims may be made without such approval and signature. Overtime
is limited to a maximum of 12 hours per week or 48 hours per month according to
Sudanese labour law. However, the nature of the programme may demand that
employees work more than the normal working hours and more than the maximum
hours for overtime. At the discretion of the line manager, overtime can either
be paid or taken as time off in lieu. Management positions of Grade 8 and above
are not eligible for overtime. The extra responsibility of management positions
is rewarded through their salaries. No overtime will be granted or paid for on
a day when the employee fails to start work at e.g. 08:00 a.m. If the work ends
after e.g. 17:00 p.m. on that day, the late closing will be considered as
compensation for the late start. The overtime hours worked will be paid
together with the salary payroll at the end of each month and the worked hours
will be calculated as follows:
1. In case of normal
working days, the basic salary hour is calculated to be equal to
One and a
half (1.5) hours.
2. In case of official /
weekly holidays, the basic salary hour is calculated to be equal to two hours.
5. Personal Income Tax /
Zakat
The personal income Tax /
Zakat is deducted from the gross salary of the staff member.Zakat is only
applicable for Muslim employees.
6. Medical Coverage
6.1 Guidance for
staff absent by sickness:
The medical expenses coverage
is as follows:
- Married
For married staff member; treatment
for acute illness and accidents the coverage includes:
a) UDC staff
member.
b) Unemployed spouse.
c) Employed spouse
without medical coverage with his/her employer.
d) Employee immediate dependants
as declared at the time of employment and children born during the course of
employment.
- Single
For
an unmarried staff member; treatment for acute illness and accidents the coverage
includes:
a) UDC staff
member.
b) Parents.
6.2 Entitlement Ceiling:
v The coverage includes only family
members specified by name in personal file.
v The maximum annual amount covered
is SDG. 500,000 per employee and any registered immediate family dependants. If
the employee has not used the amount totally or partially, he/she has no right
to claim the amount or unused amount.
v Frames for eyeglasses, dental
treatment or plastic surgery of cosmetic nature are not eligible for coverage.
v In order not to undermine local
public health system and to keep costs at a low level, public health facilities
will be utilized where available, secure and sufficient.
v Only those who completed continue
six months of employment are eligible for medical Coverage, however it will be
pro-rated in the first year of employment.
v This medical coverage will only
be used within West and South Darfur States.
v UDC will not cover
and will not be responsible for any treatment outside Sudan
6.3 Approval of
Medical Expenses:
All medical expenses –
which are properly documented, including the Doctor’s prescription are paid
directly to the doctor nominated by UDC .
An employee intending to
claim benefits for any dependent must register that dependent with The
Administration Department prior to filing claims.
7. Social Insurance:
As per Social Insurance Act,
the employer is to pay to the Social Insurance Fund (17%) of the gross salary
of the employee on a monthly basis as well as the employee is to pay (8%) of his/her
gross salary, which is deducted from the gross salary. For the purpose of
compensating an employee, in case of injury or death during the course of
his/her employment, the employer shall apply the provisions of the Sudanese
Work Injuries Compensation Act 1981. Gratuities, wages or other entitlements
for employees which are due, whether by expiration of the contract of
employment, or otherwise by dismissal or death, shall be regulated by the provisions
of the Individual Labor Regulation Act 1997.
8. Deputizing Benefits
An employee who is
officially assigned by the immediate supervisor to act in a position senior to
his/her own for more than one week (except during vacation), is entitled to an
increase in salary of 10% of his/her own basic salary in the period of acting.
Maximum payable acting salary is equivalent to the salary of the person normally
holding this position. After the acting period is over, the employee’s salary
will be adjusted back to the level prior to acting. No acting allowance will be
paid if the employee’s job description entails acting in a senior position.
9. Staff Transfer
Periodically, as dictated
by the demands of the UDC ’s work, it
may be necessary to request that staff transfer from one duty station to
another so as to better fulfill their role within the organization. Staffs that
are based in any of the duty stations for more than one week are considered eligible
for a transfer. The line manger will make a written request to each staff
member whose position is being considered for transfer to a new location. UDC will
provide the following support for staff that is requested and accept transfers
to a new duty station; this will include payment to transport household and
goods to the assigned area and housing allowance of SDG. 150 will be given
towards house rent as a contribution from UDC on monthly basis, for the period of transfer. UDC will
also provide in addition to the above mentioned support, Relocation Allowance
of SDG. 100 on monthly basis, this allowance will be only effective from 01 September
2006. Staff who are considered ‘transferred’ and are based in any of the field
stations, including Geneina, are not eligible for any station allowances, for
example, if travel out and return in the same day is required, no additional
payment is due. Only when travel out necessitates an overnight stay are station
allowances payable.
10. Overnight Allowance
Station allowance is only
applicable for staff that spends a night out of their duty station
v
Rates will be the same for all categories of staff.
v
The daily allowance will be SDG 400 to cover accommodation, food
expenses and other.
v
The daily allowance of SDG. 400 will be divided as follow:
- SDG. 150 for
accommodation
- SDG 200 for food
- SDG 50 allowance for
other incidentals.
v
For special events (seminars, workshops, conferences, etc.) and other
work assignments (internships e.g.) where both accommodation and food is
provided, a
Daily allowance of SDG 50
will be provided.
v
The employee will be provided with transport.
11. Long Day Travel
Allowance
Staffs that go out of their
duty station for a full day and travel long distances are compensated in the
following way:
v
Staff who have traveled for at least 80 Kms one way and have been out
of their duty Station for 6 hours or over are eligible for the Long Day Travel
allowance.
v
The daily allowance will be SDG 200
v
Those receiving Long Day Travel allowances are not eligible for
overnight allowance
v
This allowance will only be effective from 01 January 2019.
12. Salary Advance and
Loans
Salary advances will not be
made unless approved by the Director and will not exceed 1/3 of ordinary net
salary (after taxes). Salary advances will be documented and deducted from the
following month’s salary. Loans for staff are normally not granted.
Extraordinary situations may, however, allow for loans to be negotiated and
approved by the Director of UDC
13. after Service
Benefits and Calculation of the Gratuity as per Labor Regulation Act 1997
13.1 Benefits and
Calculation
Subject to the provisions
of the Social Insurance Act for the year 1990 or any other beneficial scheme
for the employees. The employee who has completed a period of not less than three
years of continuous service shall be entitled to a gratuity for the period of
his/her service to be calculated as follows:
a. If he/she completed a
period of not less than three years, and not more than ten years, the worker is
entitled for one-month basic salary for each year of service.
b. If the worker completed
more than ten years, the worker shall be entitled for one and a half-month’s
salary for each year after the succeeding five years.
c. And if the worker
completed more than fifteen years of service, the worker shall be entitled to
one and three quarters of month’s salary, in respect of each year of service,
provided that the gratuity shall not exceed thirty months’ wage.
13.2 Return of Property
When the employment
contract is terminated for any reason, the employees must return all UDC property
immediately upon request or upon termination of employment. Where permitted by
the applicable Sudanese laws, UDC may
withhold from the employee’s check or final paycheck the cost of any items that
are not returned when required UDC may also take all action deemed appropriate to
recover or protect its property. Employees are responsible for items issued to
them by UDC or in their possession or control, such as
the following:
v
Equipment
v
Identification cards
v
Keys
v
Manuals
v
Protective equipment
v
Tools
v
computers
v
Written materials
14 Non-Harassment
UDC is committed to maintaining a work environment that
is free from all forms of harassment, where the dignity of each employee is
respected. UDC prohibits all forms of
harassment, including harassment based on race, age, colour, religion,
disability, gender, sexual orientation, or national origin or veteran status.
14.1 HOSTILE AND
OFFENSIVE WORK ENVIRONMENT
The creation of an
intimidating, hostile and/or offensive working environment constitutes
Harassment. Specific definitions of harassment are as follows:
a)
. Physical harassment refers to pushing, hitting or other offensive behaviors
of a
Physical nature.
b)
Verbal abuse refers to derogatory or degrading comments regarding an
individual gender, race, age, colour, religion, disability, sexual orientation
or national origin; verbal abuse also encompasses written comments that have a
derogatory or degrading effect. Harassment, whether it be sexual, physical or
verbal in nature, is a form of employee misconduct which undermines the
integrity of the employment relationship within UDC
14.2 FILING OF
COMPLAINT FOR HARASSMENT
If a UDC employee feels having been subjected to
harassment or intimidation by anyone in the workplace; the employee should
within 24hrs inform the supervisor or the HR Manager or another member of the
Senior Management Team. UDC employee’s complaint will be investigated
within 24hrs and confidentiality maintained as much as possible. Neither UDC employee’s employment status nor the terms
and conditions of UDC employee’s work will be adversely impacted in
retaliation for UDC employee’s having
filed a good faith complaint.
14.3 CORRECTIVE
ACTION
If a harassment complaint is found to be valid,
immediate and appropriate corrective action will be taken. The employee who has
violated this policy will be subject to disciplinary action up to and including
dismissal.
15. Sexual and Other Unlawful
Harassment
It is the policy of UDC
that employees are provided a work environment free from all forms of
discrimination, including sexual discrimination. All employees must refrain from
sexual harassment of other employees, clients and business visitors as well as
project participants/beneficiaries.
15.1 DEFINTION
Sexual harassment is defined as: unwelcome sexual
advances, requests for sexual favors and/or other verbal or physical conduct of
sexual nature where submission to such conduct is made either explicitly or
implicitly a term or condition of an individual’s employment; submission to or
rejection of such conduct by an individual is used as a basis for employment decisions
affecting such individual; or such conduct with the purpose or effect of unreasonably
interfering with an individual's work performance; or creating an intimidating
or hostile environment.
15.2 REPORTING A
CLAIM
Employees who believe they
have been the subject of sexual harassment should report the alleged charge
within 24hrs to their supervisor, HR Manager or another member of the Senior
Management Team. The agency will promptly and thoroughly investigate all such complaints.
15.3 CORRECTIVE
ACTION
If a harassment complaint is found to be valid,
immediate and appropriate corrective action will be taken. The employee who has
violated this policy will be subject to disciplinary action up to and including
dismissal. This determination will be based on all facts of the case.
15.4 CONFIDENTIALITY
AND RETALIATION
It is the intention of UDC
that any employee reporting or participating in the investigation of a sexual
harassment complaint will not be retaliated against in any way. The employee’s
complaint will be investigated as soon as possible and confidentiality will be
maintained to the degree feasible. The UDC
employee’s employment status will not be jeopardized for filing a good faith
complaint.
16 Protection of
Children and Young People from Abuse and
Sexual Exploitation
UDC strongly condemns all kinds of child abuse and sexual
exploitation, especially towards its beneficiaries. Sexual exploitation may
include non-contact activities such as showing pornography to children or
certain internet-based activity. Abuse and sexual exploitation of a child
constitute acts of gross misconduct and are therefore grounds for termination
of employment. All relevant legal steps shall be taken corresponding to the legal
and social conditions of the local situation.
16.1 PROHIBITION
- Exchange of money, employment, goods, or services for sex, including sexual favors or other forms of humiliating, degrading or exploitative behaviors are prohibited. This includes exchange of assistance that is due to beneficiaries Sexual activity with children (persons under the age of 18) is prohibited regardless of the age of majority or age of consent locally. Mistaken belief in the age of a child shall not be an excuse.
- UDC employees may not engage in any form of unlawful harassment, discrimination, physical or verbal abuse, intimidation, favoritism or exploitative sexual relations. Sexual relations between humanitarian workers and beneficiaries are strongly discouraged.
16.2 REPORTING
CONCERNS REGARDING SEXUAL EXPLOITATION OF CHILDREN
Where a UDC employee develops concerns or suspicions
regarding sexual abuse or exploitation by a fellow humanitarian worker, whether
in the same agency or not, she/he must report such concerns to the UDC Director or to local legal authorities where
appropriate.
16.3 BEHAVIORS
UDC employees are expected to behave in accordance with UDC values and create and maintain an
environment, which prevents sexual exploitation and abuse and promotes the
implementation of the code.
16.4 CODE OF CONDUCT
All UDC employees
must sign a code of conduct and a copy kept in the employees personnel file.
17. Code of Ethics and
Conduct
UDC reputation is built upon the
principles of fair dealing and ethical conduct of its employees. UDC reputation for integrity and excellence requires
careful observance of the spirit and letter of all applicable laws and
regulations, as well as a scrupulous regard for the highest standards of
conduct and personal integrity. The continued success of UDC is dependent upon UDC partners’ trust and we are dedicated to
preserving that trust. Employees owe a duty to UDC
, its partners, and most importantly, those we serve; to act in a
way that will merit the continued trust and confidence of the public.
17.1 APPLICABLE LAWS
AND REGULATIONS
UDC will comply with all applicable laws and regulations and expects its directors,
officers, and employees to conduct business in accordance with the letter, spirit,
and intent of all relevant laws and to refrain from any illegal, dishonest, or
unethical conduct
17.2 ACCEPTABLE
CONDUCT
In general, the use of good judgment, based on high ethical
principles, will guide UDC employee
with respect to lines of acceptable conduct. If a situation arises where it is
difficult to determine the proper course of action; the matter should be
discussed openly with the employee’s immediate supervisor and; if necessary
with the Director for advice and consultation.
17.3 PARTY TO
TRANSACTION OF BUSINESS
Specifically, staff members who have relationships,
whether familiar, through friendships or otherwise, with any party with whom UDC transacts
business, are required to inform management of such relationship within 24hrs.
Failure to do so may result in disciplinary action up to and including
termination. Cases in which there is clear evidence of the use of position or authority
within UDC in order to benefit oneself or one’s associate
will result in termination.
18. Conflict of Interest
Employees have an obligation to conduct business
within guidelines that prohibit actual or potential conflicts of interest. This
policy establishes the framework within which UDC
wishes the business to
operate. The purpose of these guidelines is to provide general direction so
that employees can seek further clarification on issues related to the subject
of acceptable standards of operation. Contact the Director for more information
or questions about conflict of interest.
18.1 DEFINITION OF
CONFLICT OF INTERESTS
An actual or potential
conflict of interest occurs when an employee is in a position to influence a
decision that may result in a personal gain for that employee or for a relative
or associate as a result of UDC’
business dealings. For the purposes of this policy, a relative is any person
who is related by blood or marriage, or whose relationship with the employee is
similar to that of persons who are related by blood or marriage. An associate
is any person with whom the employee has a close relationship through some outside
affiliation, whether civic, religious, or otherwise.
18.2 INFLUENCES ON
TRANSACTION
No “presumption of guilt” is created by the mere existence
of a relationship with outside interests. However, if employees have any
influence on transactions involving purchases, contracts, or leases, it is
imperative that they disclose to the Director of UDC
as soon as possible the existence of any actual or potential conflict of
interest so that safeguards can be established to protect all parties.
18.3 PERSONAL GAIN
Personal gain may result not only in cases where an
employee or relative has a significant ownership in a firm with which UDC does business, but also when employee or relative
receives any kickback, bribe, substantial gift, or special consideration as a
result of any transaction or business dealings involving UDC.
Failure to fully disclose any relationships, which may
constitute a conflict of interest, may result in disciplinary action including
termination.
18.4 RECEIVING AND
GIVING OF GIFTS
All gifts received or given
to UDC employees from individuals,
organizations or companies with which UDC
does business are to be declared by the recipient. Gifts of substantial value
will be shared among all staff of the respective office or auctioned and the
proceeds placed in a common fund for staff events. Failure to properly declare
gifts received from UDC vendors,
contractors, partners, etc., whether delivered to the UDC premises or to the individual directly, will
be interpreted as misconduct and will result in disciplinary action including
termination
19. Hiring of Relatives
The employment of relatives
in the same area of an organization may cause serious conflicts and problems
with favoritism and employee’s morale. In addition to claims of partiality in treatment
at work, personal conflicts from outside the work environment can be carried
into the day-to-day working relationships. Relatives of persons currently
employed by UDC may be hired only if
they will not be working directly for or supervising a relative or will not
occupy a position in the same line of authority within the organization. This
policy applies to any relative, higher or lower in the organization, who has
the authority to review employment decisions. UDC
employees cannot be transferred into such a reporting relationship.
19.1 DEFINITION OF A
RELATIVE
A relative is any person who is related by blood or
marriage, or whose relationship with the employee is similar to that of persons
who are related by blood or marriage (e.g. they live in the same house or have
another type of dependent relationship).
19.2 RELATIVE
RELATIONSHIP IS ESTABLISHED AFTER EMPLOYMENT
If the relative relationship is established after
employment or being discovered after this document entered into force, the
individuals concerned will be offered an opportunity to transfer at the same
grade and pay, provided that such an opportunity exists at that time.
UDC shall decide who is to be transferred. If no positions exist into
which one or the other party can be transferred, due to qualifications, etc,
one of the parties will be asked to voluntarily resign from service. If no
acceptable decision is reached within 30 calendar days, management will decide
whom to transfer or release.
19.3 IN THE EVENT OF
CONFLICT/POTENTIAL CONFLICT
In other cases where a conflict or the potential for
conflict arises, even if there is no supervisory relationship involved, the
parties may be separated by reassignment or terminated from employment. It is
the responsibility of employees to inform management when relatives are hired.
This is to ensure that placements of staff comply with this policy. Failure to
do so may result in disciplinary action, including possible termination of the
employment of one or both of the parties.
20. Non-Disclosure
The authorization of the Director shall be obtained
before any confidential internal information is disclosed to UDC staff not concerned with the information concerned,
or to outside parties.
20.1 PROTECTION OF
INFORMATION
The protection of confidential business and personnel
information is vital to the interests and the success of UDC . Such confidential information includes,
but is not limited to, the following examples:
v
Compensation and benefits data
v
Research papers
v
Financial information
v
Pending projects and proposals
v
Information pertaining to pending legal cases
v
Personal information of staff members
v
Information on internal disciplinary actions and or investigations.
20.2 IMPROPER
DISCLOSURE OF CONFIDENTIAL INFORMATION
Employees who improperly use or disclose confidential
personnel or other business information will be subject to disciplinary action
up to and including termination of employment, even if they do not actually
benefit from the disclosed information.
20.3 REFERENCE CHECK
INQUIRIES
The Human Resource Manager will respond to all
reference check inquiries from other previous or potential employers. Response
to such inquiries will confirm only dates of employment, wage rates, and
position(s) held. All requests for references concerning current or former UDC employees must be referred to the HR
Manager.
21. Standards of Conduct
The purpose of this policy is to state UDC’ position on administering equitable and
consistent discipline for unsatisfactory conduct in the workplace. UDC own best interest lies in ensuring fair
treatment of all employees and in making certain that disciplinary actions are
prompt, uniform, and impartial. The major purpose of any disciplinary action is
to correct the problem, prevent recurrence, and prepare the employee for satisfactory
service in the future. Although employment with UDC
s is based on mutual consent and both the employee and UDC have the right to terminate employment at
will, UDC will normally seek to use
progressive discipline to resolve performance and behavioral problems in the
workplace.
21.1 INITIAL
DISCUSSION
Before taking corrective
action, the supervisor will meet with the employee to explain the
Need for why corrective action is warranted. Grounds
for corrective discipline, up to and
Including immediate
termination, may include but is not limited to:
v
Misuse of vehicles
v
Engaging in trading on UDC
business premises.
v
Willful destruction of or damage to equipment, vehicles, or property.
v
Acceptance of gifts, bribes, gratuities, ‘dashes’ etc. in connection
with official duties.
v
Conviction of a felony or other criminal offence, whether or not
connected to agency business.
v
Theft or inappropriate removal or possession of property.
v
Falsification of timekeeping records.
v
Working under the influence of alcohol or illegal drugs.
v
Possession, distribution, sale, transfer, or use of alcohol or illegal
drugs in the Workplace, while on duty, or while operating employer-owned
vehicles or equipment.
v
Fighting or threatening to use violence in the workplace.
v
Boisterous or disruptive activity in the workplace.
v
Negligence or improper conduct leading to damage of employer-owned or customer-
owned property.
v
Insubordination or other disrespectful conduct.
v
Sexual or other unlawful or unwelcome harassment.
v
Possession of dangerous or unauthorized materials, such as explosives
or firearms, in the workplace.
v
Excessive absenteeism or any absence without notice.
v
Unauthorized absence from work station during the workday.
v
Unauthorized disclosure of business “secrets” or confidential
information.
v
Violation of personnel policies.
v
Unsatisfactory performance or conduct.
21.2 CORRECTIVE
ACTION
The following are definitions of the types of discipline,
which may be imposed, depending on the severity of the problem or infraction.
Depending on the circumstances, one or more of the steps listed below may be
followed:
Verbal warning:
The employee’s supervisor, other senior member of
staff, or the Director, sits with the employee to discuss the issue and agree
upon action to rectify the problem, or prevent recurrence of the offence. All
such instances should be communicated to the Director or a Manager responsible
for the unit.
Written query:
If the perceived problem or infraction is serious
enough, and cannot be adequately explained by the employee in a verbal
discussion for whatever reason, a written query will be issued by the
supervisor or other senior manager. The employee will be given two working days
from receipt of the query in order to represent his/her side of the matter. A satisfactory
response to the query, exonerating the employee from blame, will result in the file
being purged of mention of the incident or problem; the Director should be
copied on any written queries issued.
Written warning:
Upon receipt of a response to the query which is
deemed unsatisfactory to remove all blame from the employee, management may
give the employee a warning letter, usually signed by the Director, outlining
the problem or infraction, and ask that the employee respond in writing as to
his/her resolutions to improve the situation, all such correspondence is placed
on the employee’s permanent file.
Suspension:
Where serious violations of UDC policy occur,
and an employee is unable to satisfactorily explain the situation, or clear
evidence is available directly implicating the employee, the employee may be
suspended for up to two months. This type of suspension is intended as a
punitive measure, and is not to be confused with administrative suspension, in
which there is a presumption of innocence.
Administrative
suspension:
In some cases, employees may be implicated in
situations, which require external, legal authorities to properly
investigate. In such instances, staff will be placed on administrative
suspension, while pay and benefits continue, pending the conclusion of
the outside investigation. Suspension of this nature is indefinite, and will
last until the outside authorities conclude that no further action is necessary
in the case. The staff member is presumed innocent in all cases until
charges are filed by the appropriate legal authority.
Termination:
Failure to perform according to standards set in one’s
job description, repetitive minor breaches of agency policy, general disrespect
for workplace rules, etc., may be cause for termination. While a strict
standard of objective evidence will be applied to all cases of serious offence,
management reserves the right to terminate an employment at its sole
discretion. A terminated employee shall receive one month’s notice, or be given
one month’s pay in lieu of notice. All pension provisions, accrued, unused
leave, and other pay and benefits to which the employee is entitled will be
paid at the time of termination, after adjustment for amounts owed to UDC. Major breaches of agency policy,
especially with regard to fraud or theft, violence or threat, sexual and other
forms of harassment, may be grounds for immediate dismissal from service.
Whilst strict standards of objective evidence will be applied to all cases, management
reserves the right to dismiss employees at its sole discretion. Dismissed employees
will usually receive no prior notice of dismissal, nor will they be paid in
lieu of notice.
22 Freedom of Discussion
with Management
UDC is committed to the principle of open communication between employees
and his/her supervisors concerning any aspect of the employment relationship.
22.1 WORKING
TOGETHER, WE CAN FIND A SOLUTION TO ANY PROBLEM
In every organization, there are always honest
differences of opinion about working conditions, discipline, policies, and
other work-related matters. Management is encouraged not to keep employee
concerns to the respective UDC’S employee
him/herself. It is important to note that a problem cannot be resolved unless
it is acknowledged to exist.
22.2 FIRST STEP
If an employee has a problem, complaint or question
about any aspect of UDC -employee employment relationship, the
employee is encouraged to discuss the issue with her/his immediate supervisor.
It is hoped that most matters can be resolved satisfactorily through such discussions.
22.3 SECOND STEP
If a UDC
employee is not satisfied with the outcome of the first step, then a formal grievance
may be pursued. The formal grievance must be put in writing within 30 days of
the occurrence of the problem or lack of satisfaction of the decision. Included
should be all pertinent and specific information. An employee should meet with
his/her supervisor to discuss the written grievance, or if the grievance is
with the supervisor, meet with the next level manager. The grievance must be
presented in person at the time of this meeting; the UDC employee will receive a response within 15 working
days.
22.4THIRD STEP
If the grievance is still unresolved, UDC employee may request in writing a meeting
with the Director. This request must be within 10 days following the
supervisor’s (or next level manager) response. The Director must receive a
written copy of the grievance at least five working days prior to the meeting.
The Director has 15 working days to make a decision.
23. Computer and Email Usage
Computers, computer files, the e-mail system, and
software furnished to employees are intended for use on UDC business. Employees should not use a
password, access a file, or retrieve any stored communication without
authorization.
23.1 EMAIL SYSTEM
v Generally, staffs who have
demonstrated basic computer knowledge may request access to the e-mail system.
Once staff has access to the system, they will be expected to use the e-mail
account established for them for business purposes. These may include;
communications within the UDC, in
cases where the Staff member has been asked to communicate directly with
colleagues elsewhere, or with UDC partners, vendors, etc., where such
communication has been specifically or broadly approved.
v Staffs that are authorized to use
the e-mail system may use the system to send and receive personal messages
outside of working hours only. As with other data contained on UDC computers, e-mail messages are the
property of UDC and may be accessed,
viewed, copied, printed, deleted, etc., at the discretion of management.
v E-mail may not be used to solicit
others for commercial ventures, religious or political causes, outside
organizations, or other non-business matters.
23.2 VIOLATION OF
EMAIL POLICY
Employees should notify their immediate supervisor,
the Head of Administration or any member of management upon learning of
violations of this policy. Employees who violate this policy will be subject to
disciplinary action, up to and including termination of employment.
23.3 INTERNET FOR
PERSONAL PURPOSES
Staffs who wish to use the Internet for personal
purposes may request authorization from the Director or any member of the
Senior Management Team, and may do so outside of office hours. This use will be
permitted when the computers, which have wide Internet access, are not needed
for other tasks, and when the Internet connection is not busy with work-related
data traffic.
23.4 DISCLOSURE OF
INTERNET DATA
All Internet data that is composed, transmitted, or
received via UDC computer communications
systems is considered to be part of the official records of PCO and, as such,
is subject to disclosure to law enforcement or other third parties.
Consequently, employees should always ensure that the business information
contained in Internet e-mail messages and other transmissions is accurate,
appropriate, ethical, and lawful.
23.5 OFFENSIVE
INTERNET DATA
Data that is composed, transmitted, accessed, or
received via the Internet must not contain content that could be considered
discriminatory, offensive, obscene, threatening, harassing, intimidating, or
disruptive to any employee or other person. Examples of unacceptable content
may include, but are not limited to, sexual comments or images, racial slurs,
gender specific comments, or any other comments or images that could reasonably
offend someone on the basis of race, age, sex, religious or political beliefs,
national origin, disability, sexual orientation, or any other characteristic
protected by law.
23.6 UNAUTHORISED USE
OF INTERNET FACILITY
The unauthorized use, installation, copying, or
distribution of copyrighted, trademarked, or patented material on the Internet
is expressly prohibited. As a general rule, if an employee did not create
material, does not own the rights to it, or has not obtained authorization for
its use, it should not be put on the Internet. Employees are also responsible
for ensuring that the person sending any material over the Internet has the
appropriate distribution rights.
23.7 VIRUS-FREE
ENVIRONMENT
To ensure a virus-free environment, no files may be
downloaded from the Internet without prior authorization.
23.8 ABUSE OF
INTERNET ACCESS
Abuse of the Internet access provided by UDC in violation of the Sudanese law or UDC policies will result in disciplinary
action, up to and including termination of employment. Employees may also be
held personally liable for any violations of this policy. The following behaviors
are examples of previously stated or additional actions and activities that are
prohibited and can result in disciplinary action:
v
Sending or posting discriminatory, harassing, or threatening messages
or images
v
Using the organization’s time and resources for personal gain
v
Stealing, using, or disclosing someone else’s code or password without authorization
v
Copying, pirating, or downloading software and electronic files without
permission
v
Sending or posting confidential materials, trade secrets, or
proprietary information, outside of the organization.
v
Violating copyright law
v
Failing to observe licensing agreements
v
Engaging in unauthorized transactions that may incur a cost to the
organization or; initiate unwanted Internet services and transmissions.
v
Sending or posting messages or material that could damage the organization’s
Image or reputation.
v
Participating in the viewing or exchange of pornography or obscene
materials.
v
Sending or posting messages that defame or slander other individuals
v
Attempting to break into the computer system of another organization or
person.
v
Refusing to cooperate with a security investigation.
v
Sending or posting chain letters, solicitations, or advertisements not
related to Business purposes or activities.
v
Using the Internet for political causes or activities, religious
activities, or any sort of gambling.
v
Jeopardizing the security of the organization’s electronic
communications systems
v
Sending or posting messages that disparage another organization’s
products or services
v
Passing off personal views as representing those of the organization.
v
Downloading music files on UDC
computers is not authorizedEngaging in any other illegal activities.
24. Documentation
UDC documents are property of UDC
which is at the same time binding to UDC therefore no person or any employee who
can issue or sign any document of certification on behalf of UDC except the Director and Program
coordinator . Therefore any letter or certification of UDC must be signed by either the Director or Program
coordinator , however the Director may delegate one of the senior staffs in writing
to sign on his/her behalf besides the Program coordinator
25. Personal Appearance
Employees of UDC
are expected to dress in a professional manner. Staff appearance is expected to
complement the mission of the agency and to be appropriate to the setting in
which; clients, families and the general public are served. Appearance should not
serve as a distraction to others with whom staff members interact. Dress,
grooming, and personal cleanliness standards contribute to the morale of an employee
and affect the business image that UDC
presents to beneficiaries and visitors. During business hours, employees are
expected to present a clean and neat appearance and to dress according to the
requirements of their position. Please consult your supervisor or department
head if you have questions as to what constitutes appropriate attire.
HUMAN RESOURCE POLICIES:
4/
5
Oleh
United Darfur Committees
