You are on page 1of 12

HR POLICIES AND PROCEDURE 1.

THE ADMINISTRATION TEAM The team comprises administrators designated to the various departments or divisions, and are known appropriately as Departmental Administrators or Divisional Administrators. The Administrators will provide administrative, secretarial and clerical support within their departments, and hierarchically reports to the departmental head. They will provide the point of contact on all ancillary matters between departments. The team of administrators meet once a month amongst themselves to highlight, brief and update each other of matters on hand, to brainstorm improvements and new policies for implementation.

Importance of Good Administration The Administrative procedure is a formulated guide to lay down best practices to address the areas and issues that generally do not fall specifically into any clearly defined work instructions or procedure, but are nonetheless critical in its application and contribution towards the promotion of an efficient and effective work environment. It eliminates or at least minimise chaos and promotes an organised and systematic way of how things are done in a consistent manner.

Team Objectives 1. To implement best administrative practises to inculcate and ensure a smooth, efficient & effective communications and work flow within each department, division and the whole organisation. 2. To make reference and apply in daily work relevant policies, procedures and work instructions laid down by the Company. 3. To generate, maintain and keep current the various information tools and channels 4. To establish, implement and ensure the adherence to standardised reporting formats to project a uniformed corporate image and style adopted by Topaz. 5. To provide and facilitate, maintain and improve, regulate and structure the use of office administration tools, conveniences, facilities, equipments, services and others. 6. To centralise, take charge and maintain all official documentations generated & targeted for use internally and/or externally. 7. To establish policies on Management Information System, police & regulate the use of all

. doing a fair day’s work. Frequent absenteeism that will seriously affect the Company’s operation and impose hardship on their colleagues will not be tolerated.0 Notice of Absence 3. The Company expect all its employees to conduct themselves in a manner which will credit not only themselves but also the Company at all times such as reporting for work regularly and punctually. 9. To establish policies. consistent and disciplined manner. Time loss caused by late arrival and early departure without permission must be avoided at all cost and frequent lateness may result in disciplinary action being taken. he must obtain permission from his Supervisor/HOD by telephone. police and regulate all Security and Safety matters of the Company to ascertain and protect the integrity of the Company’s properties (tangible or otherwise). (Refer to Employment Handbook for full description). 2. 3. and defined measures to counteract emergency situations. 2. promote and optimise the benefits of a work environment which is clean.2 If an employee is unexpectedly prevented from coming to work. 10. obeying instructions from their superiors. working in harmony with their colleagues and being mindful always of their own safety and the safety of others. after meal break must be observed. he should apply to his Supervisor/HOD using the “HRD/LA/F-008 : Leave Application Form” at least three (3) working days in advance. Should permission not be granted. orderly. guard system. 8. healthy. To support each and every department and division in all other administrative matters.0 Punctuality Strict punctuality when reporting to work at the beginning of a day. They are also expected to maintain a high standard of quality in their performance to achieve the targeted productivity. provide IT related services to internal customers and users. including the door access systems.1 If an employee needs leave for any reason.facilities both hardware and software. implement and observe housekeeping measures in line with 5S practises to inculcate. safety of its people and external parties present within the Company’s parameters. Employees are deemed to be late if they are not at their work place at the appropriate time. 3. CODE OF CONDUCT Attendance at Work All employees are expected to come to work each working day. he should report for work immediately. Regulate. organised. and all other related areas not specific herein.

4.2 An employee is expected to devote his best efforts to the business of the Company and neither work on his own behalf or with others in competition to the Company.3 An employee should disclose any personal interest that he or his family may have in a customer or supplier including shareholdings in the customer’s or supplier’s companies.3. 4. 5. .4 Absence without leave/permission is not allowed and severe disciplinary action leading to dismissal may be taken. Permission so granted may be withdrawn at anytime without assigning any reason thereto and an employee who has been given such permission shall ensure that the Company’s reputation. it is the Company’s understanding that the Company is his primary employer and that other employment or any involvement directly or indirectly in the management of any Company or participate in any business activities including family enterprise whether for gain or otherwise or undertake any form of paid work including self-employment that is in conflict to his work schedule and/or distracts his attention or duties to the Company except with the expressed permission from the Company is considered as a breach of his contract of employment .4 All employees shall not conduct themselves in such a manner as likely to bring their private personal matters in conflict with their duties. business interest and other interest are preserved at all times. rest day or paid public holidays.0 Conflict of Interest 5. 5. he must still inform his Supervisor/HOD or the HRD by telephone and he should have a valid medical certificate to authenticate his absence.2 Uniformed employees are required to wear the uniforms in a presentable and correct manner at all times during working hours including during overtime and work done on off-day. (Refer to Employment Handbook for full description) 3.0 Dress and Appearance 4. 4. 5.1 All employees shall dress in a presentable manner so as not to impair the image of the Company or the effective working of other employees. Long hair should be tied up and hair net worn in designated area to prevent employee’s hair from dropping into the products or getting tangled up in equipment and conveyor belt.1 When a person is employed by the Company.3 If sickness is the reason for an employee’s inability to report to work. 5.3 Employee’s hair should be neat and tidy at all times during working hours. Buttons and zips should be buttoned and zipped up accordingly.

.0 Confidentiality 9.1 All employees shall not either orally or in writing or in any other form make any public statements or shall he circulate any such statement made by him or made by anyone else on :• The policies or decisions of the Company on any issues. 8. 9. so much so that it may cause the Company to be used for defamation. products and product development or any documents or information regarding the Company’s operations. • The work of the department in which he is or was employed where such statement may reasonably be regarded as indicative of the policy of the Company or may embarrass or be likely to embarrass the Company.0 Public Statement 6.0 Financial Transaction 7. at any time. 6. “Public statement” or “discuss publicly” includes the making of any statement or comments to the press or the public or in the course of any lecture or speech or the broadcasting thereof by sound or vision or through the electronic media.2 All employees shall not make use of the Company’s name or stationery or logo or trademarks in giving references in a private capacity. criticise or comment on other companies. personnel and payroll records of current and past employees.2 Donations for compassionate or calamities reason such as death or disability of employee or accident or natural disaster of employee or his family shall be communicated to HRD to obtain Company’s approval before such donations are collected. 7. practices or products.1 Confidential information includes but is not limited to financial records.3 All employees shall not.0 Housekeeping All employees are responsible to keep their work place clean and tidy at all times. • Measures taken by the Company on any official matters taken or carried out by the employees.6. procedures.1 Unauthorised financial transactions listed below are instances prohibited within the Company’s premise unless approved by the Company :• Any type of gambling • Donations for political or social or any other purpose • Private trade or sales including private insurance arrangements • Lending or borrowing money in circumstances prejudicial to discipline. vendors or suppliers. 7. 6. information regarding customer accounts and transactions.

7 The Company reserve the right to avail itself of all legal or equitable remedies to prevent impermissible use of confidential information or to receive damages incurred as a result of such impermissible use of the confidential information. The Company’s policy as to references for employees is to disclose only the dates of employment and the title of the last position held. 9. 9. Only the HOD (Human Resource) is authorised to release such information about current and former employees.5 An employee is to ensure the security and safekeeping of all Company’s documents and working papers in his custody.3 Disclosure of personnel information to outside sources will be limited to authorised law enforcement or local government agencies conducting investigations and to financial institutions.3 Confidential information can only be divulged to employees with the Company who has a need for such information in their normal course of work or are authorised to receive such information.0 Employee’s Personnel Information 10. 9. An employee should refer to his HOD if in doubt whether the requested information can be divulged. 10.4 All records and files are confidential and remain the property of the Company and cannot be removed from the Company’s premise without prior approval from the Company. Other information such as last earned salary will only be disclosed upon authorisation from the employee.4 All requests for references must be directed to the HOD (Human Resource). 9. .9. 10. 10.1 All employees are to keep their personnel information strictly confidential and shall not disclose or discuss these issues with their colleagues. 10.2 The Company will restrict disclosure of employee’s personnel information to authorised staff only and any request for such information must be directed to HOD (Human Resource).6 Confidential information obtained during or through employment with the Company should not be used by any employee for the purpose of furthering current or future employment or activities or for obtaining personal gains or profits.2 No confidential information should be divulged to individuals outside the Company without prior approval from the Company. 9.

0 Honesty and Integrity 13. 11.0 Off-duty Conduct 12.5 An employee should maintain good relations with those for whom or with whom he work and to avoid obstructive behaviour or actions which threaten their health or safety. . 13.2 An employee should be frank in his dealings with customers.4 An employee should comply with reasonable instructions or requests. 13. 11.1 While the Company does not seek to interfere with off-duty conduct of its employees. 11.1 An employee should act always to minimise any risk of loss or damage to the Company’s property.11. 12. 13. statutory authorities and any other business associates.2 An employee is required to conduct himself with propriety and decorum and responsibility at all times and not to indulge in any act or conduct that may cause damage to the good name of the Company or to their own integrity. Any payment that has to be made by the Company as a result of the employee’s negligence or carelessness or as a result of action taken without approval shall be recoverable from the employee’s by ways that the Company deems fit.3 An employee should maintain an accurate record of his time and expenses. reputation or credibility or bring the Company into disrepute. suppliers. image or lowering of its productivity or quality standard or the lowering of the general morale in the Company. 11.1 As a representative of the Company.3 An employee shall not conduct himself in such a manner as can reasonably be construed as being negligent.2 Illegal or immoral off-duty conduct will not be tolerated. Employees are therefore expected to conduct their personal affairs in a manner which does not adversely affect the Company’s or their own integrity.0 Work Conduct 11.6 The Company shall endeavour to demonstrate its concern and respect to its employees as an employee and as an individual and expects that its employees will earn its respect by being responsible. 11. 12. constructive and mindful of others. careless or lacking in efficiency. reputation or credibility. certain types of personal conduct may interfere with the Company’s business interest. an employee is expected to maintain the highest standard of honesty and integrity both during or after working hours amd shall not conduct himself in such a manner as to lay himself open to suspicion of dishonesty.

no employee may accept any gifts whether in cash or kind from such parties without the express approval from the Company. 18.0 Insider Trading Employees may be subjected to criminal and civil liability for engaging in transactions in the Company’s securities at a time when material information regarding the Company is known to . 19.0 Pecuniary Embarrassment The Company takes a serious view of any employee who has incurred indebtedness or serious pecuniary embarrassment whereby he becomes a bankrupt or a judgement debtor. 17. The Company reserve the right to dismiss such an employee if he is found in that position. 15. products / service discounts off normal retail prices and entertainment at the expense of the customer or supplier. Employees who are known to do so will be subjected to severe disciplinary action including dismissal. 18.1 All employees shall at all times and all occasions give his undivided loyalty and devotion to the Company.14.0 Corruption All employees are prohibited from being a party to any corruptive acts which are detrimental to the interests of the Company. 17.0 Gifts In order to protect against undue obligations of an employee to customers or suppliers or any individual who have business dealings with the Company whether existing or potential.2 Control of such expenses is the responsibility of each employee.0 Business Expenses 18.3 Good judgement should be exercised when authorising the use of and when utilising Company’s funds.1 The Company will reimburse employee for reasonable and actual expenses incurred in connection with necessary and authorised Company’s business. This principle applies not only to tangible gifts but also to vouchers.0 Loyalty to Company 17. 16.2 All employees shall not subordinate their duties to the Company in favour of their private personal matters. 18.

inside information regarding the Company. Therefore. • Influencing or aiding another employee to commit any of the above misconduct.2 The following misconduct are classified as minor :• Failure to observe Safety Instructions in circumstances not consisting a major misconduct. • Refusal to let Security staff checks his personal belongings. • Causing slander/libel on other employees • Any other failure to follow Company’s Code of Conduct or Rules and Regulations which may be determined by the Company from time to time. • Committing a nuisance in the Company’s premise • Causing accident/damages by careless/negligence of work or by inadequate supervision. safe and pleasant work conditions for all its employees. a verbal warning will be given whereby the employee will be given a specified time period to correct his shortcomings. . 3. • Tardiness or leaving work early without adequate reasons or absence without approved leave.DISCIPLINE The Company's discipline policy is to correct misdemeanor and unsatisfactory work habits in order to maintain a productive. clothings etc at the time of entering or leaving the Company’s premise. • Unauthorised announcement using the Company’s PA or telephone system. Further. This oral discussion will be recorded in the employee’s personnel file and if the shortcomings are corrected. • Distributing unauthorised documents/circulars/hand-bills to Company’s employees • Not taking good care of Company’s properties or not keeping work station clean and tidy. 1. 1. • Malingering or refusal to observe superior’s instruction on assigned work • Laziness or inefficiency.0 Minor Misconduct 1. • Sticking unauthorised poster/placard on the walls in the Company’s premise. offences not explicitly covered under any of the following types of offences shall be dealt with in accordance with the circumstances surrounding each case and shall be classified as falling within the purview of any of the following defined types of offences. Such activities may also subject the Company to substantial penalties.the employee and has not been disclosed to the public. no further action will be taken.1 For minor offenders :• An oral discussion will be held with the employee to correct the unacceptable behaviour or conduct. The Company realises that there could be no exhaustive enumeration of all kinds of offences. • If the staff does not improve. • Quarrelling in the Company’s premise • Obtaining or attempting to obtain leave of absence by false pretence. an employee may be liable for improper transactions by persons to whom he has disclosed material. This verbal warning will also be recorded in the employee’s personnel file.

without obtaining prior permission of the Management. • Organising. • Unauthorised possession or theft/embezzlement of Company’s property or other employee’s personal property. the Company may after due inquiry :• Give him a verbal or written warning • Suspend him with or without pay up to fourteen (14) days.1 For major offenders. • Being under the influence of liquor and/or illegal drugs or possessing illegal drugs or any type of intoxicants while in the Company’s premise. • Disclosure of Company’s confidential information. throwing things or other disorderly conduct. gross negligence at work or wilful slow down in performance at work. superior’s instructions or deliberately acting exceeding his authority. such as fighting. fraud. damaging. . • Refusal to work. • Entering and interfering other sections/departments other than in the course of duty. • Conduct which causes injury to another person or likely to endanger the safety of others. attending or taking part in any meeting within the Company’s premise which is not in connection with the Company’s business. • Unauthorised fire-making or smoking in Company’s premise. • Leaving place of work without sufficient cause during working hours. • Insubordination or wilful refusal to abide by Company’s policies/regulations. theft or immoral/abusive conduct. abolishing. withhold or stop his increment • Downgrading/demotion • Terminate his employment 2. • Continued sub-standard job performance including maintaining a negative attitude towards or losing interest in his work assignment. • Manufacturing/repairing for unauthorised purposes or personal use using Company’s material. holding.0 Major Misconduct 2. time or equipment. • Attempting to offer or receive any monies/benefits in order to induce or prevent action to be/from being taken. • Defer. concealing or losing Company’s property by wilful action or serious negligence.2 The following misconduct are classified as major in nature :• Coercion or harrassment of other employees while in the Company premise. • Vandalism. • Taking or attempting to take into the Company premise lethal weapon or hazardous/harmful items which could endanger the well-being of any person or Company’s operations. • Destructing. gambling. • Double employment or being indulged in other business to distract his/her attention from his/her duties.2. • Clocking other employee’s time card or being in unauthorised possession of other employee’s time card or ID tag. • Commission of any act subversive to the discipline of the Company. • Committing acts which are detrimental to the Company’s good image or interest.

2 Before any disciplinary action is taken.0 Suspension The Company may suspend any employee pending Company investigation of the case. The following Rules and Regulations shall apply to all employees of the Company while in the Company’s premise at all times including break times. 4. RULES AND REGULATIONS The Company expects each employee to conduct himself at all times with proper decorum.0 Right of Appeal Employee who is subjected to any disciplinary action shall have the right of appeal. • Influencing or aiding another employee to commit any of the above misconduct. Members shall constitute from amongst the staff in the Company who are not directly involved in the investigation and charging of the case. If he is found to have committed the offence. rest day and paid public holidays. 4. provided that any the disciplinary action shall stand while the appeal is being processed. the Company may take disciplinary action as outlined under Para 2. overtime and work done on off-day. Such suspension shall be on half ( ½ ) pay and shall not exceed two (2) weeks at any one time. If the inquiry does not disclose any misconduct on the part of the employee and he is reinstated. • Repeated commitment of minor misconduct. the employee shall be given every opportunity to be heard and the Company’s decision after the inquiry shall be final. 4. the effective date of his termination shall be the date on which the Company decides to take disciplinary action. 5.1 No employee shall be under the influence of and/or possession of or using alcoholic beverages including drinking such beverages during paid work hours.2 No employee shall drive a Company’s vehicle or operate any equipment while under the .1 The Panel of Inquiry shall comprise at least three (3) persons nominated by HOD (Human Resource). he shall receive the balance of his salary from the date of his suspension. 1.0 Domestic Inquiry 4. • Any other serious misconduct which may be determined by the Company from time to time.• Sleeping on duty.0 Alcoholic Beverages 1. 1. 3. Likewise the Company has established rules and regulations to protect it and its staff from any misbehaviour of any of its members.1 and if that employee is terminated.

equipments. explosive materials. Smoking is permitted only outside the Company’s premise during break time only. vehicles.0 Offensive weapons Employees shall not carry offensive weapons such as firearms.2 Company’s properties eg lockers. knives.0 Smoking Smoking is strictly prohibited in the Company’s premise.influence of alcohol.0 Drugs 2. desks. 5. 6.0 Company’s Properties 8. 7.0 Eating All employees are strictly prohibited to eat in the Company’s premise except in the cafeteria. poison.1 No employee is allowed to use Company’s properties for his personal use.0 Solicitation No employee shall solicit or promote support for any cause or organisation (including political parties) during his working time or during the working time of the employee at whom such activity is directed. sharp objects etc within the Company premise or keep them in their personal lockers/drawers/cabinets.1 No employee shall be under the influence of and/or possession of and/or use drugs (other than medicines given under a doctor’s prescription) and/or solicitation. 4.0 Distribution of Literature No employee shall distribute or circulate any written or printed materials in his work area during his working time or during the working time of the employee at whom such activity is directed. 8. 2. distribution or purchase drugs. corrosive chemicals.2 No employee shall drive a Company’s vehicle or operate any equipment while under the influence of drugs. office kitchenette (applicable to office staff only) and guardhouse (applicable to Security Guards on duty only). 3. 8. cabinets. tools etc must be . 2.

An employee failure to submit to a search will render him guilty of unauthorised possession of Company’s properties.3 The Company reserve the right to inspect all Company’s property without notice to the employee and whether or not the employee is present.0 Telephone / Telefax / Electronic mail 9.5 Employees should return all Company’s properties provided to him during his period of employment with the Company to his Supervisor / HOD on the last day of his employment in the Company.2 Personal calls except for emergency calls will not be entertained during working hours. 8. Employees may approach the security guards for assistance. 9. 8. Air-Conditioners and Equipments Employees who work late or on overtime must ensure that all lights.0 Lights. .4 If the Company has a reasonable suspicion that an employee is in unauthorised possession of Company’s properties. he may be subjected to a body search and/or his possession.3 Should an employee be found to have use the Company’s telephone / telefax / electronic mail for his personal use. 8. air-conditions and Equipments are shut off when they leave the work place. 9. 9. 10.maintained according to Company’s procedures and/or instructions and must be kept clean at all times and return to its storage area after use. the Company reserve the right to seek re-imbursement on the charges incurred from him.1 No employee is allowed to use the Company’s telephone / telefax / electronic mail for his personal use.