FACULTY OF BUSINESS DEPARTMENT OF PROJECT

MANAGEMENT
PROJECT HUMAN RESOURCE MANAGEMENT AND
TEAM LEDERSHIP
GROUP ASSIGNMENT
HUMAN RESOURCE MANGEMENT IN THE CASE OF
IRACK IT SOLUTION
INSTRUCTOR NAME: -Feleke(Asst.Prof)
Group Members
1. Ashenafi Negash
2. Bersabeh Hailu
3. Beamlak Biruk
4. Berhan getachew
5. Daniel Mekonnnen
6. Haylegebrael tekletsadik
7. Yemisirach Tatek

DEC 2022
 Human resource administration

Introduction about company

Irack IT solutions have extensive experience and knowledge that was acquired through many years

of engagement in the industry and we utilize them to provide value-added benefits for our clients.

Since established in 2014 g.c(2007e.c) by targeting to offer a unique, niche, and quality turnkey

solution product, today irack becomes one of the top solutions in Ethiopia’s premier hardware and

software, solution provider.

They believe are among the contributors who shape tomorrow's technology standards in Ethiopia.

Our dedicated team of experienced engineers and information technology professionals provides

services to an extensive portfolio of government, public sector, education sector, and various

industry sectors.

Company requirement and selection process

The employee recruitment and selection policy describe our process for attracting and selecting
external job candidates. This recruitment policy sample can serve as a rubric that our recruiters and
hiring managers can use to create an effective hiring process.
We are committed to our equal opportunity policy at every selection stage. Hiring teams should aim
for a well-planned and discrimination-free hiring process.
Generally, hiring teams could go through the following steps:
1. Identify need for an opening
2. Decide whether to hire externally or internally
3. Review the job description and compose a job ad
4. Select appropriates sources (external or internal) for posting the opening
5. Decide on the selection stages and possible timeframe
6. Review resumes in company database/ATS
7. Source passive candidates
8. Shortlist applications
9. Proceed through all selection stages
10. Run background checks
11. Select the most suitable candidate
12. Make an official offer
Posting jobs internally
Hiring managers can post a job opening internally before starting recruiting external candidates. If
they decide to post internally, they can:
Set a deadline for internal applications
Communicate their opening through newsletters, emails, word-of-mouth or an Applicant Tracking
System’s automated emails
Creating job descriptions
Hiring managers can create job ads based on full job descriptions of each role. Job ads should be
clear and accurately represent the open position. They should include:
 A brief description of our company and mission

1 group 2 Assignment
 Human resource administration

 A short summary of the role’s purpose

 A list of responsibilities
 A list of requirements
How to apply
The job ad’s style should be consistent with our company’s unique voice. It should be addressed to
‘you’ in a polite and engaging tone.
Employee selection stages
Our company has a standard hiring process that may be tweaked according to a role’s requirements.
Our standard process involves:
 Resume screening
 Phone screening
 Assignment
 Interview
Hiring managers may choose to add/remove stages depending on the role they’re hiring for. For
example, they can add the following selection stages/methods:
 Assessment centers
 Group interviews
 Competency/Knowledge or other selection tests
 Referrals Evaluation
Interview feedback
Recruiters/ hiring managers should always inform candidates they interviewed that they decided to
reject them. Leaving candidates in the dark can be damaging to our employer brand.
Also, we encourage hiring managers to send interview feedback to candidates. They should first
though check with HR to make sure they won’t invite legal action. Being brief, respectful and
keeping feedback job-related are the general rules for writing feedback emails to candidates.
Revoked offers
In case when a formal has to be revoked, the hiring manager and human resources department should
draft and sign an official document. This document should include a legitimate reason for revoking
the offer. Legitimate reasons include:
Candidate is proved to not be legally allowed to work for our company at a specific location
Candidate has falsified references or otherwise lied about a serious issue
Candidate doesn’t accept the offer within the specified deadline (deadline must have been included
in the offer letter)
Hiring managers and HR must notify the candidate formally as soon as possible.

Company rule and regulation

After joined IRACK IT Solution Company team. You have been asked to come aboard because we
think you have the potential to be an asset to our company. It is the contributions of the team that
will help us achieve the high standards of excellence IRACK IT Solution has set.

2 group 2 Assignment
 Human resource administration

This handbook is designed to acquaint you with The IRACK IT Solution Company and provide
you with information about working conditions, employee benefits, and some policies affecting
your employment. However, the contents of this handbook and the policies and procedures
described in it are presented as a matter of information only.
Nothing set forth in this handbook is intended to create an express or implied contract. An
employment-at-will relationship exists between IRACK IT Solution and its employees; in other
words, employment with the Company is voluntarily entered into, and the employee is free to
resign at will at any time, with or without cause. Similarly, IRACK IT Solution may terminate the
employment relationship at will at any time, with or without cause.
As IRACK IT Solution Company grows, the need may arise to change policies described in the
handbook. The Company, therefore, reserves the right to revise, supplement, or rescind any portion
of the handbook from time to time as it deems appropriate, in its sole and absolute discretion.
Policies contained herein are summaries and are not all inclusive. Your familiarity with this
information will enhance both your personal and professional experience with IRACK IT
Solution. The management of IRACK IT Solution is committed to an open-door policy for
employees and strongly urges you to address any concerns that arise with your supervisor.

Employment — Applicants & New Employees

The sixty (60) days employment of any employee, effective from the first date of his employment,
shall be probation period; and this shall be clearly specified in the employment contract. During such
probationary period, the Company can terminate the employment contract of the employee without
needing to give him advance notice, severance pay and compensation.
Any employee can resign at any time during his probation period without giving notice to the
Company. Employee working after completed of probation period considered as hired for indefinite
period.

Absence from Work

Any employee absent from work without permission must notify his or her supervisor as early as
possible, but in no case later than an hour after the beginning of the work day.

The absent employee must directly call his or her supervisor, unless injury or serious illness make it
impossible. Under no circumstances shall a message of this importance be left with a Telephone
Operator, Receptionist, or other non-management employee.

Accidents and Injuries

Any employee injured on the job or in a company vehicle shall inform his or her supervisor
immediately, so that medical attention may be provided and compensation procedures activated,
if required.
Any employee involved in an accident without personal injury, shall report all details at once to
his or her supervisor.

Working Hours
“Regular working hours" means the duration of hours in which an employee discharges his
duties or makes himself available for work as required under the law. The regular working hours
of any employee of the Company shall not exceed eight (8:30) hours within twenty-four (24)

3 group 2 Assignment
 Human resource administration

hours or forty-two hour and thirty minutes (42:30) hours per week. The working hours
shown below:

Days Morning Afternoon

Monday to Friday 8:00 AM - 12:30 PM 1:30 PM - 5:30 PM

8:00-8:15 daily meeting

Authorized Leave
“Leave" shall mean an approved or excused absence from work whether with or without pay for
some limited time and it includes various leaves that are provided under this handbook, the law or
internal policy of the Company.

For the purpose of calculating annual leave Saturdays, Sundays (weekly rest days of the
employee) and public holidays enumerated under below shall not be counted.

Public Holidays

All employees of the Company shall have the right to observe public holidays which are
proclaimed as celebration days by the Federal Government or Regional States under the
relevant proclamation, directive and public announcement shall be considered as holidays for
the concerned employees of the Company.

Authorized Leave -Annual

Employee shall be entitled to uninterrupted annual leave with pay in the following manner based
on the schedule to be set as convenient to the Company and the employee.

An employee who has served for one year shall be entitled to annual leave of sixteen (16)days
working days.

Any employee who has served for more than one year shall be entitled to annual leave of one (1)
working day for each years of service in addition to that specified in the above article.

The annual leave that was postponed in any given year in any way can't be extended for more
than two consecutive years.

A terminated employee or an employee who resigns with the consent of the Company or an
employee who is pensioned shall be entitled to payment in lieu of annual leave accrued and un-
utilized up to the date of termination or resignation.

Authorized Leave -Mourning

When the employee's and or spouse biological father or mother, husband, wife, child, adopted
child, brother or sister, aunt, uncle, grandparent, grandchild dies, the employee shall be granted
five (5) days leave with pay as from the day of the death.

4 group 2 Assignment
 Human resource administration

In the case of death of step father, step mother, mother-in-law, or father-in-law, foster parents,
two (2) days mourning leave shall be granted; and if the burial takes place on the next day, he
shall be granted three (3) days mourning leave with pay as of the date such relative has died.
The mourning leave granted under this provision shall not be more than Seven (7) days
per year.

In the case of the death of an employee's niece, nephew, sister-in-law, brother- in-law, and first
cousin, an employee shall be granted one (1) days with pay.

In the case of death of any other relative or friend, an employee shall be granted by the supervisor
up to eight (8) hours leave deductible from his accrued annual leave or compensatory time-off
to attend the funeral.

In the case of death of an employee, work load permitting, his colleagues in the similar shall be
granted by their respective supervisors four (4) hours mourning leave with pay to attend
funeral.

Authorized Leave -Marriage

An employee who conducts his marriage will be granted four (4) consecutive days leave with
pay for his marriage.

Any employee should notify his planned date of marriage to the Company in advance and
submit evidence to prove that he conducted the marriage within the leave days granted to him.

Authorized Leave -Maternity

Any pregnant employee of the Company shall be entitled to:

1. Paid leave for pregnancy exams and checkups as ordered by a doctor;

2. Paid leave if the doctor advises her to get rest before she gives birth.

A pregnant employee of the Company should submit medical certificate after Physical checkups
and leaves she has taken.

The pregnant employee shall be given 30 Calendar days of leave before her expected day of
delivery. However, if she does not deliver within the 30 days of her prenatal leave, she will be
entitled to additional leave until her confinement upon the recommendation of a medical doctor.
If delivery takes place before the 30 days has elapsed, the post-natal leave of 90 days shall
commence.

5 group 2 Assignment
 Human resource administration

Authorized Leave -Paternity

Male employee whose spouse is delivering in Hospital shall be granted three (3) Calendar days
paid leave to perform necessary arrangements. However, he must submit an evidence attesting
that his wife has delivered on this day of leave.

Leave of Absence without Pay

An employee shall be entitled to leave without pay for up to five consecutive days in the case
of exceptional and serious events.

Leave of Absence with Pay (Special Purpose)

An employee confronted with any of the affairs mentioned under Article 83(1) (2) and (3) of
Proclamation No. 1156/2011 shall be granted paid leave in accordance with the conditions set
under the mentioned provision of the Labor Law.

Sick Leave
Where an employee absents himself from work on grounds of sickness, he shall notify the
employer the day following his absence. And an employee shall be entitled to a sick leave upon
presenting a valid medical certificate from a well-recognized medical institute.

Sick leaves can’t be more than six months counted consecutively or separately in the course of any
12-months' period starting from the first day of his sickness.

Sick leave payment granted as follow:

1. The first one month with 100 % of his wages;

2. The next two months with 50 % of his wage;
3. The next three months without pay.

Sick leave Management Guidelines

❖ The employee doesn’t have reward, incentive or bonus in the quarter that
the excess sick leave is recorded, the penalty will be transferred until
she/he gets bonus, incentive or reward.

6 group 2 Assignment
 Human resource administration

Housekeeping
Each employee is expected to keep his or her work area clean and orderly whether a
general area, warehouse, or office desk. In addition to his or her work station, each
employee has the responsibility to maintain good housekeeping throughout the premises.

Salary, Salary Increment and Employee Incentives

The salary of a month shall be affected on the 30th day of the month for the work
that performed up to the 29th day of the next month.

All employees shall be paid their salary on the last day of each month by directly
depositing to the employees account or in check. The details shall be governed by
the internal policy of the IRACK IT Solution..

Payroll Deductions

Salary of any employee shall not be deducted except as per the conditions and terms
that are determined by the law, policy of the Company and this handbook and unless
based up on the written request or agreement of the worker to that effect.

In case the employment contract of an employee is terminated before the debt

that should be settled from the employee in relation to training or any other
debt is collected, the Company can deduct the commensurate debt amount
from the salary of the employee or any other payment to be due to the
employee or withhold or off set from such payments.

Annual Salary Increment

The Company shall, upon considering employees’ productivity, the quantity and quality
of production and the growth of annual profit, make annual or biannual salary increment
for all employees with sole decision of General Manager.

Without prejudice to the above, if an employee's current salary exceeds the range
maximum of the salary scale set for the position he holds, the General Manager will
decide on annual increment.

Productivity Bonus

The Company, upon evaluating the productivity and performance ratings of the
employee, shall pay an incentive as a bonus annually or biannually in order to
motivate them for additional outcome and productivity based on the applicable
policy.

7 group 2 Assignment
 Human resource administration

Suggestion Award

When it is confirmed by the Company that an employee has made extra ordinary
effort to establish or create a system that enables to achieve best outcomes (such as
maximizing sales, prevent theft, minimize waste and save cost and to enhance
productivity, efficiency in work and performance, initiate innovative ideas and
create new implementable working techniques and ideas), the Company may
provide the employee with special suggestion/ award as a token in recognition of his
suggestion. The implementation details shall be as determined by the internal Policy
and Procedures of the Company.

Merit Award

When it is believed employees certified in some specialization area without

affecting regular tasks and passes the exam in the first trial the company may
provide merit award for recognition of their individual effort. The implementation
details shall be as determined by the internal Policy and Procedures of the
Company.

Promotion
The Promotion of an employee to a position higher in job classification shall be
based on the acquisition of the necessary basic qualifications, work experience,
ability and the performance result he demonstrated on the position he held
previously.

A positional promotion will accompany salary increments. The salary incremental

range will be decide by the General Manager.

Performance Review
The Company shall notify the initiatives and results expected from the employee and
the decision or measures it will take as to the nature of the work of the employee in its
PA policy and internal rules. The employee shall then be expected to achieve those
targets and results as per such requirements.

Disciplinary and Grievance Procedures

In order to maintain company peace and stability, management and staff should facilitate
open communication between themselves. They have to understand that disciplinary
penalty aims at rehabilitating the delinquent staff where she/he can learn from her/his
mistakes and reform herself/himself to restore a behavior of trustworthiness.

8 group 2 Assignment
 Human resource administration

The IRACK IT Solution requires all its employees to work in a responsible, harmonious
and productive manner, to be loyal to the company and to act in a manner commendable
to accomplish the objectives of the company.

This disciplinary code is developed to inform staff members of the possible consequences of
actions that are contrary to the standard of conduct or performance of expected staff
members. The need to invoke disciplinary measures is rare and should remain so. The
objective of IRACK IT Solution disciplinary provisions is primarily prevention or
correction rather than punishment.
General Policy

a) Disciplinary rules and procedures are necessary for fairness and order in the
treatment of individuals. This disciplinary code has been developed in order to
inform staff members of the possible consequences of actions, which are contrary
to the standard of conduct, or performance expected of staff members;
b) IRACK IT Solution encourages a climate of mutual respect, openness,
understanding healthy debate and discussion among immediate supervisors and
subordinates;
c) Disciplinary procedure shall be fair, free and speedy
d) Every staff, during accepting employment with IRACK IT Solution shall agree to
work in a responsible, harmonious and productive manner, to be loyal to the
Company and observe its rules and regulations;

e) Minor issues will normally be dealt with informally outside the procedure but
where the matter is more serious the disciplinary procedure will be followed

f) No disciplinary action will be taken against a staff until the case has been fully
investigated. The staff may be suspended from duty at this time, in order to fully
investigate the issue. Suspension is normally without pay ;

g) At every stage in the procedure the staff will be advised of the nature of the
complaint against her/him and will be given the opportunity to state her/his case
before any decision is made. At all stages the staff may be accompanied by a work
colleague

h) No staff will be dismissed for a first breach of discipline except in the case of
gross misconduct when the penalty will be dismissal without notice or payment in
lieu of notice;

i) A staff who is subject to the disciplinary procedure will be given clear

explanations (in writing) of any warning periods or any penalties imposed;

Definition of Terms Verbal Warning

Verbal warning with a note to file is the least penalties, which may be imposed by the
immediate supervisor. Verbal warnings are not cumulative. However, they may be

9 group 2 Assignment
 Human resource administration

taken in to account for performance appraisal or promotion and for annual salary
increment. Fines (penalties)
Fines may be imposed on an employee for such offenses as lateness, leaving work
without permission, failing to complete urgent or important assignment for which strict
deadline was set. Fines may be accompanied with other written a warning of the
second and third nature.
Demotion
Demotion may be caused by the failure of an employee to carry out the assigned
responsibility due to incompetence; negligence as ascertained by repeated behavior of the
employee. The demotion may result in the immediate lowering of grade only.

Suspension
Suspension from duty entails the immediate quitting of the place of work until further
notice. Suspension is applied in cases where a space of time is needed to investigate a
possible offence or loss. Suspension will be without pay and benefit. Annual leave or
leave without pay may be given to the employee who is suspended of an offense for
maximum period to one month as another alternative to suspension at the discretion of
the management team. After the investigations have been completed and if the staff
member is found to be innocent of the suspected offense, all with withheld pay and
benefits will be reimbursed. Suspension has to be done only by the approval of the
CEO.

Termination

Termination within the meaning of manual is the separation from service initiated by
IRACK IT Solution other than summary dismissal for serious misconduct. According to
this , a person who has completed in his/her probation period will be required of the
organization to give a notice of termination for one month. The period of notice shall
run from the first working day following the date on which notice is dully given. The
obligations of the parties driving from the contract of employment shall continue in
force during the period of notice.

Resignation
A permanent employee may resign from the organization upon giving at least
thirty days prior notice. Actions Subject to the Disciplinary Code

Termination of contract of employment is subject to

A) Termination of employment without notice and

B) Termination of employment with notice.

A) Termination of employment (summary dismissal) may include

i Willful or habitual absence from the work (absence from work without permission
for 5 consecutive working days or 10 working days in any period of one month or
30 days in a year)

10 group 2 Assignment
 Human resource administration

ii Failure to sent daily report & weekly plan /site work plan through email/telegram
is considered as absent .
iii Reporting for work under the influence of liquor or drugs iv Sabotage or willful
damage
v Theft of IRACK IT Solution property or money
vi Fraud or dishonesty involving IRACK IT Solution, or which brings IRACK IT
Solution into disrepute
vii Returning output which, despite the potential of the staff, is persistently below the
expected for the post viii Breach of IRACK IT Solution’s work rules
ix Unauthorized disclosure of any confidential or classified information
x Double employment or engagement without permission xi Giving false
information in respect of educational qualifications or experience in order to gain
employment & promotion.
xii Failure by a driver to
present a current valid
driving license xiii
Transport of
unauthorized
passengers or goods
xiv Responsibility for causing damage intentionally or through gross
negligence to any property of the Company or to another property
which is directly connected with the work of the Organization
xv Absence from work due to a sentence of imprisonment for more
than 30 days; xvi Causing serious quarrels or brawls at the work
place xvii Abuse of authority: sexual harassment, corruption xviii
Other conditions as stated in Labor Proclamation
No.1156/2011 Articles 14(2) & 27 xix Lack of capability. This
may include:

 Unwillingness to perform prescribed duties in a

satisfactory manner
 inability to perform prescribed duties in a
satisfactory manner;
 Proven record of poor performance.
 Repeated negligence & forgetfulness to perform
assigned duties on required time
 Other conditions as stated in Labor
Proclamation No.1156/2011 Articles 28
Penalties
Depending on the gravity of the offence various
penalties may be imposed. These shall include:
a) Summary dismissal b) Termination
c) Demotion
d) Suspension
e) Written warning
f) Verbal warning

11 group 2 Assignment
 Human resource administration

Termination

a) Termination of the service of a staff member by IRACK IT Solution for

disciplinary reasons does not entail the loss of eligibility to any payment for the
normal period;
b) Termination will occur if a staff is terminated subsequent to a further offence
occurring within the effective dates of a final warning, or PIP or if the staff is
considered to have abandoned his or her post. The staff will be provided, with
written reasons for termination, the date on which employment will terminate and
the right of appeal

Demotion
a) Demotion may take one of two forms; either demotion to the lowest point on the
staff's current salary scale for the grade, or a change in status, when the salary
scale will be that appropriate to the change in duties and responsibilities;
b) Demotion is the most serious penalty before termination of service and may only
be imposed after final written warning or PIP

c) Grounds for demotion are:

i. Willful or
habitual absence
from the place of
service; ii.

Insubordination;
iii. Disorderly or indecent behavior;
iv. Failure to report accidents, damages promptly accurately and honestly
v. Repeated negligence & forgetfulness to perform assigned duties on required
time vi. Breach of IRACK IT Solution’s work rules; vii. Frequent
leaving of office without permission viii. Offences against any laid down
safety rules
ix. Unwillingness to prescribed duties
in a satisfactory manner or inability to do
x. Proven record of poor
performance;

Suspension

a) Suspension from duty entails the immediate quitting of the place of work until
further notice. Suspension is employed in cases where time is needed for
investigation of a possible offence;

12 group 2 Assignment
 Human resource administration

b) Suspension is normally without pay. However, on the advice of the relevant

HRM,CTO and legal advisor, the CEO may authorize suspension with pay or
reduced pay;
c) If after the investigations have been completed, the staff is found to be innocent of
the suspected offence, all withheld pay and benefits are reimbursed.
d) In any case, suspension of the employee should not be more than 1 month.

Written Warnings

a) Written warning is considered where a verbal warning has already been given and
there is no satisfactory improvement or where the offences are more serious. A
written warning consists of a formal letter containing a brief description of the
offence, the date from which the written warning is effective;
b) If a further offence occurs within the effective dates of the first written warning,
and the HR wishes to impose a further written warnings as a penalty. Any further
offence within the effective dates of the final warning to bring the employee in PIP
program depending upon the capability of the staff member to make restitution;
otherwise results in either demotion or termination of service based on CEO
recommendation.
c) During the period of validity of either a written warning or a final warning, no
merits increase to salary may be awarded unless specifically authorized by the
CEO;
d) In addition to the imposition of a final warning, the HR Manager and the
respective department head may also require that the staff member undergo ninety
days PIP to assess the improvement in the staff member's performance;
e) Written warnings may be imposed for any offence for which time is needed to note
performance improvement or to take remedial action, such as training, transfer,
PIP & demotion . Grounds for issue of a written warning include:
i. Willful or habitual absence from the
place of work;
ii. Insubordination: refusal to follow
decisions of supervisors in line with
responsibility;
iii. Disorderly or indecent behavior; iv.
Negligence;
iv. Unwillingness to perform prescribed
duties in a satisfactory manner.

Verbal warnings

Verbal warnings are the least penalty with a note to file a brief outline of the
reasons for the warning and signed both by the staff members and immediate
supervisor who gave verbal warning. Verbal warnings are not cumulative, and
attract no higher penalty. However, they may be taken into account at the annual
evaluation;

13 group 2 Assignment
 Human resource administration

Disciplinary Procedures

The rationales behind taking disciplinary measures on staff member will focus solely to
correct the malfunctioning and fault of the workers. The Company will take note of the
following basic (reference) points for taking disciplinary measures on staff:

a) When a minor misconduct is alleged to have occurred, the immediate supervisor

shall first arrange a meeting to discuss and/or rectify the matter with the staff. If
the issue continues the following stages shall be followed (see appendix ). At each
step a full investigation will be carried out by the supervisor, observing the
following principles:

i. The case or allegation

must be presented to
the staff;
ii. The staff must be
allowed representation;
iii. iii. The staff must be
allowed to state her/his
case; iv. The
supervisor must hear
and be seen to hear the
case and must only
form a judgment after
having considered all
the facts presented.

b) As far as practically possible all stages will be conducted through face-to-face

interview.
c) All warnings should be reported to CEO
d) All warnings should be announced to the staffs through email(notice board) for the
purpose of creating awareness and learning from others.

The types and steps of the disciplinary actions for varying level and severity of
discipline breaches will be according to the under sited tables but not compressive. For
those faults, which are not mentioned but have an effect of endangering the activities of
the Company, the management team after consultations with the CEO, will take
appropriate administration decisions.

A worker who commit additional offense before the pervious offense is erased from his
file will automatically be given the next higher level of warning or be subject to
appropriate disciplinary measures. Though the staff is improve and doesn’t commit any
offences from the date of issuance until finished the span of time, it is expunged from the
records;

14 group 2 Assignment
 Human resource administration

The duration of the warning given to a worker will have a span of time of:

First Warning--------------------Three months

Second Warning-----------------Six months
Third Warning-------------------Nine months
Final warning--------------------One year
If an employee take any warning and repeated in consecutive month different from the
previous offences, he should subject to penalized by his/her recent offences disciplinary
measure but at higher level from previous penalty. This also applies in a reverse scenario.

Authority to Impose Penalties

The authority to impose penalties is vested on the CEO. The CEO may delegate his power
in respect to imposing all penalties to the appropriate supervisor/Manager/.

The level to which authority is delegated varies according to the magnitude of the penalty
as follows:
a) Verbal warning/Email warning/: Immediate Supervisor in consultation with HR
b) Written warning: HR in consultation with immediate supervisor & DSO.
c) Final warning: The CEO in consultation with HR & immediate
supervisor/Manager/ or Management team.
d) Demotion & Suspension: The CEO in consultation with HR & immediate
supervisor/Manager/ or Management team
e) Dismissal/Termination/: Will be served by the CEO in consultation with
immediate supervisor/Manager/ or Management team.

Grievance Procedure

There may be occasions where staff may consider that are treated unfairly by their
immediate supervisor or manager /HR/. In such cases it is important for the staff
member and the supervisor concerned to try to come to solutions based on mutual
respect and understanding. However when the problem persists, the staff member has
the right to go through the grievance procedure.

a) Grievance procedures are procedures whereby staff members can raise their
grievances in respect to decisions taken on them. They aim at settling a grievance
fairly and quickly and help to prevent minor disagreements developing into more
serious disputes;
b) Aggrieved staff members can bring their grievance to their Immediate
Supervisors/Managers/or HR in writing within ten days of the date of the
disciplinary measure if he/she feels he/she was not fairly penalized for the offence
he/she committed.
c) Immediate supervisors shall be obliged to reply to any grievance in writing within
one week from the day of receipt of the grievance letter. In case of failure to reply

15 group 2 Assignment
 Human resource administration

or if the worker is not satisfied with the response, he/she has to present his/her
grievance in writing to DSO/CEO.
d) The CEO whether designate the Disciplinary Committee to investigate the case
and advise him on actions to be taken or make decision by himself.
e) On receipt of the enquiry report and the staff’s explanation, the DSO/CEO will
hold a hearing of the case. The CEO will state the nature of the offence, and allow
evidence to be presented by both the author of the enquiry and the staff. The
decision of the CEO will be final on the part of IRACK IT Solution.

Per Diem
Per Diem shall be paid to employees to cover meal, lodging, transport, embarkation fee and
other similar necessary expenses when he is sent outside his domicile for the business of the
Company.

Training and Progression Schemes

The Company shall provide any training that it deems necessary for the work and the
employee shall be in duty to take such training.

Trainings specified on progression schemes shall be provided only for those

employees who are so assigned by the Company and who are willing to sign special
agreement/ commitment bond to serve for the Company for specific period of time
after completion of the training. However, the eligibility requirements that are
needed for taking trainings that require special agreement/ commitment bond shall
be as determined by the internal policy and regulations of the Company.

Any employee who is selected for and participated in any training that takes more than
one-week period shall be obliged to submit a short report about the training process and
the lesson he has learnt to his immediate supervisor within one week as of the end of his
training.

Termination of Employment Contract

An employment contract shall be terminated either by the initiation of the Company or
of the employee or as a result of the conditions stipulated under the provisions of the
policy or by a specific agreement made between the Company and the employee
concerned.

Where an employee who completed his probation period wants to resign his work by
his own initiation for whatever reason, he shall have the duty to give an advance
notice of at least 30 calendar days to the Company stating his intention to resign.
However, the Company may shorten the notice period by declaring in writing that it
has accepted the employee's resignation with a specified effective date.

16 group 2 Assignment
 Human resource administration

Any employee who resigns from work by his initiation without giving the minimum 30
days' advance notice, required in the above articles, shall be liable to pay his 30 days’ wage
to the Company in lieu of the notice as a compensation. The Company may withhold or
deduct from final payments due to the employee in order to set off the 30 days’ notice
expected of the employee.

The table of offences and its consequences

Any employee in breach of this employee code may be subjected to the following
disciplinary measures accordingly, however depending on the gravity of the fault the
employer have the full right to bypass the disciplinary measures and decide pursuant
to the law .
Disciplinary Measures
No Offences
1st Step 2nd Step 3rd Step 4th Step 5th Step 6th
Step
1 Being late to work Email 1st written •2nd • 3rd • Final Dismi
30-60 minutes warning warning written writte written ssal
without permission warning n warning
or good cause and warni and •
•Deduction ng Deduction
of half and • of 3 days
days salaryDeduc salary.
tion of
1 days
salary
3 Being late to work Email •1 st
•2 nd
•3rd •Final Dismi
1-3 hours without warning written written ssal
permission or written written warning warningan
good cause warning and•De d•De
warning
and•Deduc ductio duction
and•Deduc 1/3 ofhis
tion tion of n of 3
1 days /her
of 1/2 days
monthly
days salary salary
salary.
salary
4 Being late to work Email •1st written •2nd •3rd •Final Dismi
3-6 hours without warning warning written written written ssal
permission or &•Deducti warning• warni warningan
good cause on of 1 Deductio ng&• d•De

17 group 2 Assignment
 Human resource administration

days salary n of 3 De duction

days ducti 1/3of
salary on of his/her
5 monthlysal
days ary.
salary
5 Absence from •1st written •2ndwr •Final Dismiss
work 1 to 4 day warning itten al
without good case •Non- warni warning
and permission working ng and
and •5 •Deduction
salary day 1/3 of
deduction• salary his/her
and deduc monthly
annual tion salary
and
deduction •Annu
al
leave
deduc
tion
6. Absence from Dismissal
work 5 day
without good case
and permission
7 Failure to send Email 1st written •2nd written •3rd •Final written Dismiss
daily report & warning warning warning written warningand• al
weekly plan from &•Deductio warning De duction of
1 to 2 days n of 1 days &•Dedu 5 days salary.
without good salary ction of
cause or 3 days
permission salary
8 Failure to send •1st •2ndwritten •3rdwrit •Final Dismissal
daily report & written warning and ten written
weekly plan from warning •3 day warnin warning
3 to 4 days •and 1 salary g and • and
without good day salary deduction 5 day •Deducti
cause or deduction salary on 1/3
permission deducti of his
on /her
monthly
salary
9 Failure to send •Final Dismissal
daily report & warning
weekly plan above and
4 days without •Deduction
good cause or of 1/3 of
permission his/her
monthly
salary

18 group 2 Assignment
 Human resource administration

10 Leaving place of Email 1st written •2nd written

•3rd •Final Dismiss
work during warning warning warning written al
working house and•Deducti warning written
without good on of and•Ded warning
cause or 1 days uctio n and•Deductio
permission salary of 3 n of 5 days
days salary.
salary
11 An employee Email 1 written •2nd written •3rd
st
•Final written Dismiss
who is not be warning warning warning and written warning al
available for •Deduction warning and
collaboration of 1 days and •Deduction of
through email, salary •Deducti 5 days salary.
telephone or on of
other online tools 3 days
both during office salary
hours & while
traveling for
work outside the
office
12 Refusal to Email •1st written •2nd written •3rd •Final Dismiss
execute work warning warning and warning and written written al
order from •Deduction •Deduction warning warningand•
supervisor of 1 days of and•Ded De duction
without good salary days salary uctio n 1/3of
cause/insubordi of 5 his/her
nation/ days monthly
salary salary.
13 Failure to obey Email 1 written •2 written •3 written •Final
st nd rd
Dismiss
circulars, notices, warning warning warning warning al
orders and•Deducti and•Deducti written
on of 1 o n of 3 warning
days salary days salary and•Deducti
on of 5 days
salary.
14 Failure to finish 1 st
•2 nd
•3 written •Final
rd
Dismissal
work on time due written warning written
to negligence& warning written and•Deducti warningand
show warning on of •D eduction
irresponsible and•Deducti 5 days 1/3of
manner on salary his/her
of monthly
3 days salary
salary
15 Not 1st
•2nd •3rd •Final Dismissal
effective/forgetfuln written written
ess/ in discharging warning written written warningan
the assigned work warning warning d•D
and•Deducti and•Deducti eduction
on on 1/3

19 group 2 Assignment
 Human resource administration

of of of his /her
3 days 5 days monthly
salary salary salary
16 Doing personal 1st •2nd •3rd •Final Dismissal
work on duty written written
without permission warning written written warningan
warning warning d•D
and•Deducti and•Deducti eduction
on on 1/3
of of of
3 days 5 days his/
salary salary hermonthl
y salary
17 Damage the •1st •Final •Dismissal
property of the written written and•Cover
organization or warning warning the
personal use •Cover •Cover the cost of
without due the full full cost maintenanc
care/negligence cost of
of e or
mainten
ance. If maintenan
its salvage
it is not ce. If
value
maintai it is
n, maintain,
she/he she/he will
will pay pay the
the salvage
salvage value
value

18 Insulting others 1st written •2nd written •3rd written

•Final Dismissal
except self defense warning warning and warning written
brawling in the •Deduction and warning and
place of work of 3 days •Deduction
•Deduction
salary of 5 days
1/3of his/her
salary
monthly
salary
19 Failure to follow 1 written •2
st nd
•3 rd
•Final Dismissal
available safety warning written written
instructions warning written warning
and warning and
•Deducti and•Deducti •Deduction
on of 1/3of
on of
5 days his/her
2 days monthly
salary salary
salary
20 Failure to report Email 1 written •2 written 3rd written
st nd
•Final Dismiss
immediately warning warning warning and warning written al
accident on work •Deduction and•Deducti warningan
of 1 days o n of 5 d•De
salary days salary duction

20 group 2 Assignment
 Human resource administration

1/3of
his/her
monthly
salary
21 Spreading rumor, 1st written •2nd •3rd •Final Dismissal
conspiracy ,false warning written
agitation ,false written written warningand
complain which warning warning •D eduction
spoils smooth and•Deducti and•Deducti 1/3 of
relation of the on on of his/her
Company with the of 5 days monthly
employee or 3 days salary salary
among employees salary
22 To give false 1st written •2nd •3rd written •Final Dismissal
information warning warning written
for employee written and warning
or warning •Deduction and•Deducti
complicated and•Deducti of 5 days o
the job on salary n 1/3of
deliberately of his/her
for personal 3 days monthly
hidden salary salary
interest
23 To hidden valuable 1st written •2nd •3rd •Final Dismissal
information warning written
deliberately written written warning
warning warning and
and•Deducti and•Deducti •Deduction
on on of 1/3of
of 5 days his/her
3 days salary monthly
salary salary
24 Showing bad 1st written •2nd •3rd •Final Dismissal
manners and warning written
causing written written warningand•
problem to warning warning D eduction
staffs and and•Deducti and•Deducti 1/3of his/her
clients/indecent on on of monthly
behavior/ of 5 days salary
3 days salary
salary
25 Forgetting the Email •1st •2nd •3rd written •Final Dismiss
code of cash warning written warning al
safe or written warning and and•Replace written
dropping the warning and •Replace the cost warning
key of the •Replace the the cost fourth times. and•Replace
locker or door cost twice three times the cost
fifth times

21 group 2 Assignment
 Human resource administration

26 Unauthorized use of 1st written •2nd •3rd written •Final Dismissal

the company’s warning warning and warning
material, equipment written •Deduction and
and Vehicles warning of 5 days •Deduction
and•Deducti salary of 1/3of
on his/her
of monthly
3 days salary
salary
27 Lost the tools which •1 st
•2nd •3rd •Final
are given to him/his written written
for daily activity warning written written warning
and warning warning and•Replace
and•Replac the cost with
•Replace and•Replace
e the cost 5
the cost the cost fourth times
with 1 day with 3 day day salary
deduction
salary
salary deduction
deduction
28 A worker
who report on Dismissal
his duty
drunk or
addicted by
drugs(Chat,
alcoholic ----

2 Abuse of •Final warning Dismissal

9 power/authority/ and•Deduction1/3o
for undue personal f his/her monthly
advantage salary
3 Who threatening, •1st •Final Dismissal
0 intimidating, written
coercing warningan written
blasphemy & d •5 day warning and
harassing the salary •Deductio
staffs deduction n 1/3of
his/her
monthly
salary
3 Theft Dismissal
1
3 Sabotage or Dismissal
2 disclose
confidential
information
3 False testimony Dismissal
3 on

22 group 2 Assignment
 Human resource administration

educational

qualification,
certificate and
experience
3 Fraud & Dismissal
4 dishonesty
3 Physical violence Dismissal
5 in the office
&working area
3 Sexual Dismissal
6 intimidation
3 Corruption Dismissal
7
3 Presenting wrong Dismissal
8 documents for sick
leave, medical
insurance,
transport etc
3 Unwillingness •Final writtenDismissal
9 to perform warning and
duties in a •Deduction1/3 of
satisfying his/her monthly
manner(proven salary
record of poor
performance)
4 Inability to Final written Demotion Dismissal
0 warning and
perform Deduction 1/3of
prescribed his/her monthly
duties in salary
a
satisfactory
manner(proven
record of poor
performance)
4 Intentionally •Dismissal
1 commit in the •Cover the cost
place of work of damage
any act which and•Criminal act
endangers life and
property
4 Responsibility for •Dismissal and
2 causing damage •Cover the cost of
intentionally or damage
through gross
negligence to any
property of the
company

23 group 2 Assignment
 Human resource administration

24 group 2 Assignment