Site Standard Procedures, Human Resources Policy and Procedures

Site Standard
Procedures

Human
Resouce
Policy and
Procedures
Version 00

1-0

WTG Foundations, O&M Dormitory Works at Tricom 50MW Wind Power Project

50 MW Gharo Solar Power Project, Sindh

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 Site Standard Procedures, Human Resources Policy and Procedures

Table of Contents
1). DEFINITION .............................................................................................................................................. 3
2. COMPANY INFORMATION ........................................................................................................................ 4
3. INTERPRETETION AND AMMENDMENT.................................................................................................... 4
4. ORGANIZATIONAL STRUCTURE ................................................................................................................. 4
5. RECRUITMENT OF STAFF ........................................................................................................................... 5
6. JOINING AND PROBATION PERIOD ........................................................................................................... 5
7. JOB DESCRIPTION/ CATEGORIES OF EMPLOYEES ..................................................................................... 5
8. EMPLOYMENT CONFIRMATION AND EARLY TERMINATION .................................................................... 6
9. WORKING HOURS ..................................................................................................................................... 6
10. HOLIDAYS AND LEAVES ........................................................................................................................... 7
11. RESIGNATION .......................................................................................................................................... 9
12. TERMINATION ....................................................................................................................................... 10
13. SALARY AND SERVICE GRADES .............................................................................................................. 10
15) COMPENSATION FOR INJURY ............................................................................................................... 13
16) MISCONDUCT & DISCIPLINARY ACTION: .............................................................................................. 13
17) PERFORMANCE REVIEW AND ANNUAL INCREMENTS .......................................................................... 15
18) EMPLOYEE PERSONAL RECORDS .......................................................................................................... 15
19) NON-DISCLOUSUER OF COMPANY INFORMATION .............................................................................. 15

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 Site Standard Procedures, Human Resources Policy and Procedures

1). DEFINITION
1. Company or Banu Mukhtar Contracting Limited, means the company for the execution of the
construction contract of the civil work for WTG Foundations, O&M Dormitory Works at Tricom 50MW
Wind Power Project, located in Jhampir, Sindh, Pakistan.

2. Disciplinary action means recommendation by the committee formed by the project manager for the
inquiry of an action, event or situation as occurred at Project Site.

3. Employees means party other than Company in the employment contract executed for the services as
mentioned in Job Description. For the avoidance of doubt, daily-wage workers shall not be considered as
Employee/General Staff.

4. Employment Contract means a contract signed by and between the concern employees and
management for the execution of the sort of work

5. Employment means the duration of the services provided by an employee under the employment
contract.

6. Employee Exit Interview means an interview conducted by Management upon the termination of
employment contract.

7. Group Health and Life Insurance means as defined in section 15 of this policy

8. Interview Panel mean person the group of person designated by management for the evaluation and
to finalize the terms and conditions of employment contract.

9. Job Description or Revised Job Description means the detail of the duties, tasks or instruction as per
provided by the company in written form of the execution of Employment Contract and amended from
time to time upon the mutual consent of Employees and Company.

10. Makeup Leave means a leave in replacement of day work by an employee a day which was a
weekend or public holiday.

11. Management Means the Project Manager or any other Person Designated by the Project Manager.

12. Policy means this Human Resource Policy and Procedures being the Governing source to determine
the relation between the company and employees as approved and amended in writing by the project
management by time to time for execution of contract for WTG Foundations, O&M Dormitory Works at
Tricom 50MW Wind Power Project

13. Probation Period as defined in section 6 of this policy.

14. Project Manager means the overall in charge of Project Site as appointed.

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 Site Standard Procedures, Human Resources Policy and Procedures

15. Project Site means the WTG Foundations, O&M Dormitory Works at Tricom 50MW Wind Power
Project

16. Public Holiday as defined in section 10(i) of this Policy.

17. Resignation means as defined in section 11 of this Policy.

18. Service Start Date means the date as agreed in Employment Contract and a date upon which the
services of newly appointed staff have started.

19. Weekend Holiday means a Holiday after 6 working days.

20. Working Day means a day at which the Company Continue its activities for the execution of Contract
for WTG Foundations, O&M Dormitory Works at Tricom 50MW Wind Power Project

2. COMPANY INFORMATION
Banu Mukhtar Contracting Limited (BML) has been awarded a civil contract for WTG Foundations, O&M
Dormitory Works at Tricom 50MW Wind Power Project, located in Jhampir, Sindh, Pakistan.

This policy is designed to be a working guide in day to day administration of human resource system in a
way that supports a positive work environment at project site. All the employees are expected to
become familiar with these policies and procedure and to apply them consistently so that all employees,
regardless of their work area, location or shift assignment, are treated fairly.

3. INTERPRETETION AND AMMENDMENT

Any controversy or confusion arising in connection with this policy shall be interpreted by Company in
line with the prevailing labor and employees laws of Pakistan.

Any labor issues and the issues governing the relationship of the employees and the Company not
covered by this policy shall be dealt with in accordance with the prevailing labor laws of Pakistan.

The Management has the right to amend in writing this policy from time to time.

4. ORGANIZATIONAL STRUCTURE
The Organizational structure of Banu Mukhtar Contracting Limited has been developed by keeping in
view the activities required to execute Civil Work Contract along with prudent industry practices
adopted by Company operating in same sector. The Organizational Structure is prepared by adopting
the mix management structure which ultimately empowers the Project Manager being the apex
authority at Project Site for the execution of contractual responsibilities.

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 Site Standard Procedures, Human Resources Policy and Procedures

The Management has the authority to increase or decrease the number complements as per the
requirements of the Company.

5. RECRUITMENT OF STAFF
The company will appoint staff as per its own requirements and job applications will be fairly treated
irrespective of their cast, creed, sex, marital status, race religion and nationality etc. however the
appointment will be solely based upon the merit criteria set by the company for the execution of that
particular job. Provisions for the non-discrimination, equal opportunities and collective bargaining will
be considered as per labor laws of Pakistan while child labor and forced labor is strictly prohibited. For
every vacant situation, the company will nominate an Interview Panel who will assess the job applicants
independently after which a summary will be prepared with recommendation to appoint a particular
individual.

6. JOINING AND PROBATION PERIOD

Upon selection of the incumbent, an employment contract will be finalized in view of the
recommendation of interview panel, which will be signed by both by the Company and Particular
Employee before the joining the company.

Except otherwise stated in the employment contract, all employees will be appointed with three
months’ probation period started with the date of the Service Start Date. However Employees who were
appointed and worked over three months before the implementation of this policy will be treated
according to their agreement/ understanding and in case where there is no probation period
commitment was agreed the employee will be deemed already confirmed for the particular job.

In case the service of an individual is not satisfactory, the company has the right to extend its probation
period for further 3 months, such extension will be informed in writing the incumbent and in case where
the services remains unsatisfactory, the company has the right to terminate the services of the
individual.

7. JOB DESCRIPTION/ CATEGORIES OF EMPLOYEES

Prior to joining, the company will hand over a job description to the particular employee according to his
designation, which will mention the detailed scope of the work to be performed during the service
period. The job description will be signed by that particular employee and a copy will be kept in his
personal file.

Personal files will be maintained for;

 Management
 Permanent Employees
 Temporary Employees
 Skilled Workers

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 Site Standard Procedures, Human Resources Policy and Procedures

 Unskilled Workers

The company has the right to amend the job description from time to time as per its requirement;
however the revised job description will not adversely affect the employee in terms of extra work load
without any compensation.

8. EMPLOYMENT CONFIRMATION AND EARLY TERMINATION

At the end of each probation period, the performance of the individual will be evaluated by his
immediate supervisor and upon successful completion of the probation period the company will issue a
letter with regards to the confirmation of his employment in accordance with terms and conditions of
his employment contract. In case where the performance of the concerned person lower than the
expected standards, the company may extend his probation period up to further 3 months period with
advice on the areas required to be improved or will terminate his employment.

9. WORKING HOURS
1. All employees are required to mark their attendance by using the attendance marking system
established by the company. Based on this administration section will record and calculate employees’
attendance, leaves and overtime. Failure, late or manipulation of employee attendance may result in
disciplinary actions.

2. The company will operate on 10 Hours per day working schedule

3. The daily office timing will be decided by the management and are subject to change by the
management in accordance with the requirements of the company.

4. Following are the standard working hours:

Day Working Hours Lunch Hours

Monday-Thursday and 7 AM-6 PM 12 PM – 1 PM
Saturday
Friday 7 AM – 6 PM 12 PM – 2 PM
(Including Friday Prayer
Time)
Sunday 7 AM-6 PM 12 PM -1 PM

5. All employees have to attend the duty punctually and perform the assigned job sincerely, diligently,
prudently, obediently and skillfully. No one will be allowed to remain absent from duty without sanction
of leave or prior information to his manager in accordance with his policy.

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6. All employees have to work for 48 hours a week and a volunteer overtime. Maximum limit of
overtime is 2 hours a day. The volunteer overtime will be paid as per labor law of Pakistan, however the
working hours may be increased;

 (a) permanently--

 (i) in work which is essentially intermittent;

 (ii) in certain exceptional cases required in the public interest;

 (iii) in operations which for technical reasons must necessarily be carried on outside the limits laid down

for the general working of the undertaking, part of the undertaking, or shift;

 (b) temporarily--

 (i) in case of accident, actual or threatened;

 (ii) in case of urgent work to be done to machinery or plant;

 (iii) in case of force majeure;

 (iv) in case of abnormal pressure of work;

 (v) to make up time lost through collective stoppages of work due to accidents to materials, interruptions

to the power supply, inclement weather, shortages of materials or transport facilities, and calamities;

 (vi) in case of national emergency;17. All the employees will be provided a rest in a week. However, if there

would be a workload the employees will perform their tasks and they will be compensated with overtime.

10. HOLIDAYS AND LEAVES

1. PUBLIC HOLIDAYS

I. All employees will be entitled to enjoy paid public holidays and the company will follow the
public holidays as approved and published by ministry of interior of Pakistan.
II. If an employee is on leave the public holiday within a period of his leaves will not be substituted
or carry forwarded or provided additionally.
III. If an employee is required to work additionally on approved or published holidays, he will be
entitled to claim overtime as per approved rates multiplying to his actual working hours on
public holiday or the company will provide a make-up holiday in lieu of holiday work.

1
ILO, Reduction of Hours of Work Recommendation, 1962

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 Site Standard Procedures, Human Resources Policy and Procedures

2. SICK LEAVES

I. Sick leave is a facility available to all employees up to maximum of 16 days on full average daily
pay in year.
II. If an employee fall sick and is unable to attend the duty, he has to inform his manager through
quickest means of communication about the nature of sickness, current health situation and
inability to execute his duty
III. For sick leave extended beyond three days an employee has to submit a medical certificate of
diagnosis report issued by a doctor. The medical certificate or diagnosis report should contain a
recommendation for treatment or rest for three or more days with justified reason.

3. CASUAL LEAVES

I. The casual leaves are allowed to all employees to cater the short term urgency only and are
available to all employees up to maximum of 10 days as per Gregorian Calendar Year.
II. Casual leaves can only be utilized at a stretch of maximum three days subject to the prior
approval of the management. Casual leaves will not be carrying forward and will lapse at end of
each calendar year.
III. Casual leaves shall not be combined or sandwiched with public holiday(s) or weekends. Any such
leaves availed on a working day shall be considered as earned leaves.

4. EARNED LEAVES (ANNUAL LEAVES)

I. For a complete year of service an employee will be entitled for 14 days leaves as annual leaves
and will be allowed on a prorate basis for any part thereof during his employment with the
company.
II. An employee can utilize all his/her annual leaves during the succeeding year a maximum stretch
of all his/her unutilized annual leaves subject to prior approval of his/her management.
III. Application for annual leaves must be submitted and approved by management at least on week
in advance otherwise the application may be refused.
IV. The annual leaves will be carried forward to the next calendar year and the aggregate of such
leaves can reach up to a maximum of 30 days leaves. For any leave over and above 30 days
aggregated annual leaves payment will be made in lieu of those leaves on immediate basis.
V. No employee shall proceed on annual leaves without taking prior approval. In case where an
employee is required to overstay due to circumstances beyond his control, the employee is
required to provide adequate justification to management.

5. MOURNING LEAVES

I. An employee, who needs to carry out the mourning according to his religion and custom for
death of his family members or his wife’s family of direct line, will be entitled to receive a
maximum of 5 days paid mourning leave. A death certificate issued by the concerned local
authority will be produced for sanction of the mourning leave.

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 Site Standard Procedures, Human Resources Policy and Procedures

6. MATERNITY LEAVES

I. A permanent female employee will be entitled for 12 weeks paid maternity leave during and
after the maternity.
II. The maternity leaves may be available only twice during the employment period and the
concerned employee will inform the company one month in advance about the expected
start and end day.
III. The maternity leaves neither be carried forward nor will be compensated in any other form
or way.

7. PATERNITY LEAVES. A sum of 10 paternity leaves will be given to the employee if his wife undergoes a
delivery2 .

II. The paternity leaves neither be carried forward nor will be compensated in any other form.

11. RESIGNATION
1) Employee may voluntarily resign by submitting a written resignation letter to his immediate
supervisor by addressing the letter to management at least one month in advance (or as per
their employment contract) of their last working day or pay one month gross salary in lieu
thereof if he/she is willing to leave the company on immediate basis.
2) The supervisor will submit the same resignation letter with his remarks to the management in
case upon the willingness of the management an exit interview will be conducted for the
departing employee.
3) Upon finalizing the terms and conditions of the resignation, the management will issue a written
confirmation of the acceptance of the resignation.
4) Before the last working day the departing employee will submit an approved “Employee Exit
Clearance Form” to administration section.
5) The administration section will submit all that record to finance section for the calculation of
final settlement which include balance allowances, salary and any other benefits has agreed by
company.
6) The company shall issue the final cheque within five working days based on the record provides
administration section.

2
As per government of Pakistan legislation.

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 Site Standard Procedures, Human Resources Policy and Procedures

12. TERMINATION
1) The service of an employee may be terminated for any reason other than misconduct with on
month prior notice or one months’ lieu salary in advance.
2) Before the last working the departing employee will submit and approved “Employee Exit
Clearance Form” to administration section.
3) The administration section will submit all that record to finance section for the calculation of
final settlement which include balance allowances, salary and any other benefits has agreed by
company.
4) The company shall issue the final cheque within three working days based on the record
provides administration section.
5) On completion of the project, all the contracts of contractual employees shall be terminated as
per policy of the company.

13. SALARY AND SERVICE GRADES

1) Basic Salary

The basic salary of the permanent employees would be as per their employment agreement. The basic
salary would adjustable from time to time at the sole discretion of the Management in accordance with
law of land.

2) Volunteer overtime

To accomplish the timely completion of contractual goals the company will pay overtime to employees
who volunteer to work overtime to fulfill contractual milestones

3) Benefits and Allowances

i. Accommodation

The company will provide where possible jointly, shared or cubical, single status accommodation to all
its permanent and temporary employees as per the criteria defined by the management from time to
time for the smooth performance of the duties. Upon leaving the company the accommodation vacated
with his entire inventory in working condition without any delay and/or objection in any manner
whatsoever.

In case of any damage to the company’s provided accessories the employee will immediately inform to
the designated officer for the repair or rectification work. In case where the damage is caused due to
the willful act/negligence of the employee, the matter will be referred to the discipline committee for
the considerable action.

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ii. Daily meal

The company will provide three meals (Breakfast, Lunch and Dinner) at the designated places. For better
hygiene and quality of food, the company will nominate one officer who would be responsible to ensure
the quality of food. To keep cleanliness and tidiness of employees the company will provide on-site
laundry facility to all employees. The charges of the meal will be deducted from the salary or may be
waived as per hiring contract.

iii. Personal Protective Equipment

For the safe execution of jobs assigned to particular employees, the company will provide all the
necessary personal protective equipment required for the prudent execution of that particular job.

iv. Medical Treatment

To ensure the best health care for the employees working at the project site, the company will provide
first aid facility at project site 24 hours a day.

v. Compensation for overtime work

The employees will be paid overtime for additional work hours beyond to their decided working hours a
day. The compensation will be calculated and paid on monthly basis and will be based on actual number
of hours work as calculated and provided by administration section. If an employee is required to work
beyond his/her decided working hours, a prior approval from his immediate manager is required for
performing any additional duty. In case of working on any working day beyond the normal working
hours the employee will be paid at the rate as per relevant laws of land. In case if an employee is
required to work on any public / announced holiday, the employee will be compensated and paid at the
rate as per relevant laws. However the management has the right to compensate the employee with a
makeup leave in replacement of any monitory compensation.

vi. Traveling and Daily Allowances

In case where an employee is required to outstation for official work, the company will bear all the cost
related to that particular assignment. A travel allowance is admissible for management category of
employees whereas boarding and lodging will be provided by the company, company’s project site or
the client.

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vii. Travel Allowance

Following are the entitlements with regard to travel for official purposes.

Grade Transportation Entitlements

General Staff  By Train
 By Local Transportation Service
 By Taxi (Subject to Prior Approval)
Officer  By Air in Economy Class
 By Company Car
 By Train
 By Air Conditioned Taxi
Managers  By Air Economy Class
 By Company Car

Following are the entitlements with regard to accommodation for official purposes.

Grade Hotel/Accommodation Entitlements

General Staff  Any hotel with in a ceiling or
room rent up to PKR 1,500/- per
night.
Officers  Any hotel with in a ceiling of
room rent up to PKR 3,000/- per
night.
Managers  Any hotel with in a ceiling of
room rent up to PKR 7,000/- per
night

B) Meal Allowance

An employee who is required to perform or conduct official outstation work shall be eligible to
claim daily allowance:

The daily allowance will be paid in respect of meals taken by an employee while performing the
outstation duties. Following are the entitlements in respect to daily allowance.

Grade Daily Allowance for Local Daily Allowance for

Travel PKR International Travel
USD
General Staff 500
Officers 1,000 $40
Managers 2,000

Note: For the reimbursements & settlement of advances i.e Hotel/Accommodation and Meal
Entitlements no invoice is required.

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15) COMPENSATION FOR INJURY

In Case of any physical injury to an employee in workplace or in any other places in course of discharging
duties and responsibilities as assigned to him and if the first aid treatment is not sufficient, the
management will have to take him/her to appropriate nearest Hospital. The charges and expenses
incurred for treatment of such employee in the hospital shall be paid by the company to the extent the
compensation provided by the insurer the group insurance policy is not sufficient.

If an employee having been physically injured is strongly recommended by a doctor of the hospital to
take a rest or to undergo for treatment at hospital or home for more than 15 days, the company will pay
him in case of rest or treatment at home, half of the monthly gross salary and in case of treatment at
hospital, full amount of gross salary. However, the company will not be required to pay salary for more
than a year.

16) MISCONDUCT & DISCIPLINARY ACTION:

i. Employee Conduct

a) All the employee are require to follow the terms and conditions as stipulated in their
employment letter and as provided in this policy.

b) Observe all directives, laws (including local laws), procedures, rules, regulation, schemes,
policies, instructions, policy statement and orders by the management from time to time.

c) Perform their duties punctually and actively as per their job Description and as per their job
description and as directed by supervisor.

d) Give due consideration to the safety, environment and welfare of all the company stakeholders.

e) Strictly follow the office working hours as instructed by Management.

f) Keep them neat and cleaned in all manners consistent with the proper performance of their
duties and maintenance of good working relation with other colleagues.

ii. Examples of Misconduct

Following are a few examples of the misconduct. The list is not exhaustive:

a) Igniting any kind of hate, intentionally or unintentionally with regard to cast, creed, sect, religion or
sex.
b) Presence in workplace but no work.
c) Noncompliance of any order, instruction or direction issued by supervisors.
d) Negligently or recklessly slowing down the pace of work.
e) Misbehave with co-workers, contractor, consultant or their employees.
f) Working in the interest, directly or indirectly, of the competitors of the company.
g) Negligently or recklessly behavior or approach in utilizing or handling of the company assets and
properties.

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 Site Standard Procedures, Human Resources Policy and Procedures

h) Negligently or recklessly behavior or approach in performing the workers or discharging the duties
resulting in to negative impact on goodwill of the company.
i) Frequent absenteeism from duty.
j) Deliberately misusing or causing damage to any object kept for the benefit, health and security of
the employees.
k) Physically assaulting or injuries or causing harm to anyone in the company with or without use of
any kind of weapon, or tying or locking-up one or more of them, or indulging in mass distribution,
vandalizing with the company’s premises and project site for any labor dispute or any other issue.
l) Including in any activities or involving others in activities of unrest to adversely affect the work of
the company or preventing the supply of food, water, telephone, electricity services to or
movement with the company premises and project site.
m) Theft or assistance to theft of any properties or assists of the company.
n) Misappropriation or embezzlement of any kind of asset of the company.
o) Absent from duty for more than 3 days in a stretch without information.
p) Accepting or bribing any of the company stakeholder for adverse.
q) Sentenced to jail for any criminal charge of moral turpitude.
r) Involving or enforcing others to involve in strike declared illegal or in valid.
s) Indulging In strikes without fulfilling the legal procedures or deliberately slowing down the pace of
works resulting to adversely affect the interest of the company.
t) Reporting to duty having consumed alcohol or consumption of alcohol during the working hours.
u) Indulging in any activity violating the confidentiality rules hereof with the intent to cause harm or
damage to the company.
v) Striking work or inciting others to strike in contravention of the provision of any law, or rule having
the force of law.

iii. Anti-Corruption

a) The employee shall carry out the job in a professional and ethical manner. The employee shall
not be involved, directly or indirectly, to any activity involving bribe or corruption.
b) The company believes in doing business in a fair and transparent way. If the employee is
involved in bribery or corruption, the company reserves the right to terminate his services. The
employee shall indemnify the company from any and all losses or damages to the company or
its assets including the business, license, arising out of or in relations to his commission or
omission of any act that would construe as his involvement to the bribery or corruption.

iv. Disciplinary Action

a) All employees will have also to refrain from doing any of the above mentioned misconducts.
Committing to any of the misconducts as provided for herein may result in to a disciplinary
action, in accordance with the labor law of Pakistan and Sindh.
Disciplinary action may be either of:
i. Warning
ii. Suspension of annual increment of salary
iii. Suspension from duty for a period of not exceeding 3 months, or
iv. Reduction/Demotion to the lower post

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 Site Standard Procedures, Human Resources Policy and Procedures

v. Dismissal from service without any payment of compensation in lieu of notice.

b) An employee will be dismissed from the job if he has already received warning twice or who has
been punished twice during the last one year and has again committed misconduct liable to
punishment of any nature. The management will give an opportunity to submit clarification
from the employee who has been involved in alleged misconduct. The clarification notice shall
state the details about the misconduct and the applicable punishment by referring to the
relevant clauses of the Labor Laws of state.

17) PERFORMANCE REVIEW AND ANNUAL INCREMENTS

Employee performance review shall be carried out initially at the end of the probation period and after
that annually (from the date of his joining) for the adjustment of his basic salary.

Performance of all employees will be evaluated annually by his immediate manager on “performance
Review Report” with respect to his “Key Performance Indicators” as mentioned in Job Description of
that particular employee.

18) EMPLOYEE PERSONAL RECORDS

The administration section shall maintain all employee personal information I individuals Personal File
for record and reference, The file includes records but not limited to the information such as duplicate
copy of identity cards, personal curriculums, appointments letter, job description, performance
evaluation, training records, certificates, next of kin details, signed code of conduct, medical records,
disciplinary cases, correspondences from the employee to Company and vice versa, and etc.

The administration section will ensure the confidentiality and access to the record. Access to these
records is restricted to authorize personal of company. An employee may request to see his record
maintained by company.

19) NON-DISCLOUSUER OF COMPANY INFORMATION

All employees are prohibited to disclose or disseminate any company information or secrets without
prior permission from the management. Staff shall declare his understanding by signing the Declaration
for Non-Disclosure of company information.

All staff shall sign the Declaration for Non-Disclosure of Company Information within 7 days of the
reporting for duty date. The original copy of the declaration shall be kept in the personal file and the
duplicate will be given to the employee.

This HR Policy shall be governed and construed in accordance with the applicable laws of Pakistan.

The End

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