TEENS MEDIA GROUP
HUMAN RESOURCE POLICY
Purpose and categories of human resource
1.1 Purpose
The purpose of this document is to set down the policies, conditions, rights and obligations of employees subject to their performing of the duties and responsibilities in their respective job descriptions. From the time of hiring, each employee will have access to this policy, so that he/she can adhere to it with full knowledge and information. The policies described below may at any time be subject to modification if the Board of Members of TEENS MEDIA GROUP deems it necessary. In such cases, employees will be fully informed of the changes made.
1.2 Categories of Personnel
All personnel working for TEENS MEDIA GROUP are classified into following types
1.2.1 Employees
Employees designate salaried individuals who, after a probationary period, are given ongoing assignments, either part-time or full-time, and are paid on monthly basis. They will be contracted on long-term basis subject to periodic evaluations and performance assessments. They will have the responsibility towards the day to day functioning and/or in any one of more ongoing/prospective projects of the organization. All the employees of TEENS MEDIA GROUP are classified into categories. These categories are as follows:
- Management Category.
- Professional Category
- Support Category:
1.2.2 Consultants
Consultants are professional experts hired by TEENS MEDIA GROUP on short-term basis only for the completion of specific tasks and assignments related to the organization or one or more of its projects. Separate and limited contracts, defining their job description, timeline, deliverables, reporting procedures and payment details will be issued to consultants. They will be paid on daily/monthly/weekly basis depending upon the nature of their assignment. They will not be considered as full-time or part-time employees of the organization.
1.2.3 Volunteers
Volunteers are individuals who work at TEENS MEDIA GROUP out of their own choice or have been deputed at organization by other organizations. They will be assigned tasks from time to time as deemed necessary by TEENS MEDIA GROUP. TEENS MEDIA GROUP will have a limited contract with volunteers and will not provide any compensation except under special conditions. They will not be considered as full-time or part-time employees of the organization.
1.3 Personnel Recruitment
TEENS MEDIA GROUP believes in equal employment opportunity to each individual, regardless of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant condition. This policy applies to recruitment and advertising; hiring and job assignment; promotion, demotion and transfer; layoff or termination; rates of pay and benefits; selection for training; and the provision of any other human resources service.
1.3.1 Notice of Vacant or New Position
a) It is the responsibility of the Corporate Executive to fill vacant positions as well as new regular positions and new temporary positions of a duration exceeding more than six months. The Corporate Executive must make sure that the positions can be filled under the organizational budget.
b) For all new positions, a job description shall be established and include the following elements:
• Position summary
• Description of duties and responsibilities
• Conditions of work
• Qualifications.
c) Notice of a new or vacant position must be approved by the Corporate Executive before it is released publicly.
d) Recruitment for a new or vacant position can be opened to internal and external competition. For external recruitment, positions in the professional category can be advertised publicly through newspapers if they are regular positions, or if there is a limited tendering process for consultation.
1.3.2 Interview and selection
a) As a general rule, a selection committee comprising of, at least two members shall be assembled for filling all positions.
b) The committee will go through the applications received, retaining those that show the best qualifications. It will evaluate each candidate’s application with the help of an evaluation form created beforehand, containing well-defined criteria.
c) A list of the candidates chosen to be interviewed will be shortlisted by the Selection Committee. The interviews will serve to make a final choice and also to establish a database of potential future candidates.
1.3.3 Appointment Letter
Any personnel employed with TEENS MEDIA GROUP will be issued an appointment letter prior to his/her employment. The appointment letter will officially announce his/her position within the organization, the place of assignment and the effective date of employment. The appointment letter will carry annexes, specifying the employee’s job description, terms of reference, salary and benefits and other relevant terms of employment (Refer 1.4 Employment).
1.3.4 Probationary Period
A probation period of three months shall apply to all new employees from the date of hire. Exceptionally, the probation period may be extended to six months. In case, if a new employee fails to perform in accordance to expectations of TEENS MEDIA GROUP, he/she will be given a notice, terminating the contract at the end of the probationary period.
1.3.5 Staff orientation
All new employees will get an orientation about the organization’s mission and strategies, its structure and the staff within it, the policies and conditions of employment, the internal rules and regulations, etc.
1.4 Remuneration
TEENS MEDIA GROUP believes in attracting and retaining a qualified and effective workforce through a system of payment that is both appealing and fair. All employees of TEENS MEDIA GROUP are entitled to a basic salary, depending upon their skills, qualification and experience. The basic salary will be mentioned in the appointment letter.
1.4.1 Salary Increment
Salary increment will be based upon an employee’s position and performance. Increment will be provided to employees on annual basis after their performance evaluation. Salary increment is calculated on the basis of basic salary of the staff.
1.4.2 Salary Benefits
(a) Bonus
All employees shall receive an annual bonus equal to one month’s basic salary. Bonus will be included in the monthly salary payment of the month preceding the festival (Christmas end of Ramadan for the staffs who are Moslems). However, new staff on will not receive any annual bonus until the completion of the six-month probationary period.
(b) Provident Fund
All regular employees are expected to set aside 10% of monthly pay to his/her provident fund. TEENS MEDIA GROUP will contribute the same amount on monthly basis. Both the employee’s and TEENS MEDIA GROUP’S contributions are deposited in a savings account under the employee’s name. The provident fund can only be withdrawn upon the employee’s resignation from TEENS MEDIA GROUP.
1.4.3 Compensation against Accident of the staff during Service
In the event that the staff succumbs to an accident while working for TEENS MEDIA GROUP, i.e. during the office hours or during field trips, he/she is entitled to receive compensation amounting to a maximum of two-month salary of the individual to cover the medical expenses.
1.5 Working Days and Hours
1.5.1 Working Days
TEENS MEDIA GROUP will follow a 5 days a week working schedule from Monday to Friday. Saturdays and Sundays are considered non-working days. Unless otherwise specified, TEENS MEDIA GROUP will observe the same public holidays as those prescribed by the Government not exceeding 16 days a year. The Chairman will prepare a calendar of public holidays not exceeding sixteen calendar days at the beginning of each fiscal year and circulate it to all staff.
1.5.2 Office Hours
The office shall open from 08.00 am in the morning till 5.00 in the evening. All employees are expected to complete 8 working hours daily. There will be one hour lunch-break.
1.5.3 Overtime
a) Various factors, such as workloads, operational efficiency, and staffing needs, may require variations in an employee’s total hours worked each day. In such circumstances, the employee may have to work beyond the scheduled office hours.
b) Under such circumstances, the staff working overtime is entitled to payment for working overtime and is authorized by its immediate supervisor for the same. However, no overtime compensation will be provided for staff during field trips. The overtime rate will be paid on hourly basis and will be calculated on the basis of the basic salary.
1.6 Travel
a) Staff members may be asked to travel away from their usual workplaces on authorized missions. The policy on payment of travel allowances adopted by TEENS MEDIA GROUP applies to all employees regardless of job category or status. It also applies to the consultants, when mentioned in their agreement.
b) After reimbursable expenses are made, the person making an expense claim shall use the appropriate forms available.
c) The expenses will not be reimbursed if proper justifying documents (original receipts) are not attached except for per diem. Eligible expenses include:
1.6.1 Per diem
All employees and volunteers are provided per diem of UGX5000 (Breakfast UGX10,000, lunch and dinner UGX10,000) to cover the cost of food for each night spent outside the city as approved by the Corporate Executive.
1.6.2 Accommodation
All employees and volunteers are entitled to claim expenses incurred for accommodation for official trips outside their operational area. Maximum claims for accommodation shall not exceed UGX50,000. Claim for accommodation will be reimbursed upon submission of bills/receipts.
1.6.3 Mode of Transport
TEENS MEDIA GROUP will pay only surface transport as far as possible, i.e. bus. If any individual is using personal vehicle for TEENS MEDIA GROUP related work, they can be reimbursed the actual fuel cost based upon the mileage. Some maintenance will also be awarded if required. However, the private transport must be shared by more than one organization member or employee.
1.7 Leave and Holidays
1.7.1 Leave
All employees are entitled to the following leave with pay.
(1) Annual Leave
All employees of TEENS MEDIA GROUP are entitled to 18 working days off as paid leave per year. This leave is accrued monthly at the rate of 1.5 working days.
(2) Sick Leave
Employees are entitled to 12 working days of sick leave with pay per calendar year. Sick leave is accumulated at the rate of 1 day for every full month worked. Employees have to present a medial certificate to substantiate claims for sick leave with pay for absences exceeding two successive days.
(3) Maternity Leave
All female employees are entitled to maternity leave of 90 calendar days twice.
(4) Paternity Leave
Male employees are entitled to paternity leave of 11 calendar days twice.
(5) Mourning Leave
In case of death of a parent, child or spouse, employees will be given mourning leave of 15 days each.
(6) Emergency Leave
Emergency leave is granted to employees for any serious illness of a parent, child or spouse and/or persona1 emergencies. A total of 7 days per year can be allowed for emergency leave.
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1.7.2 Holidays
a) All employees are entitled to 16 days of paid leave due to public holidays. Public holidays are specified in advance by the Corporate Executive in consultation with staff members.
b) Employees who are required to work on public holidays are entitled to compensatory day off. TEENS MEDIA GROUP will keep records of number of hours/days worked by its employees on public holidays. Request for compensatory leave shall be substantiated with this record and approved in advance by the Executive Director.
c) In the event that a public holiday is declared by the Government on a certain day without prior notice, NGO staff cannot consider it a holiday until and unless notified by the Chairman or the Corporate Executive Board. All public holidays are subject to the approval of the Executive Director or the Board.
1.7.3 Leave without Pay
a) Leave without pay may be granted to employees up to 36 days per year.
b) Leave without pay that is taken for a month or more shall not be counted as time worked, hence no benefits shall accrue to the employees during such period.
c) Employees on probation are not entitled to leave with or without pay but can accrue such leave during the probationary period.
d) Leave without pay is applicable when the employee has exhausted all his annual and sick leave.
1.7.4 Absences
a) An employee who is unable to come to the office is required to notify the office of the reason for his/her absence.
b) Unauthorized absences are grounds for disciplinary action. The following procedures shall apply.
(i) An employee that has been absent for two consecutive working days without notice nor explanation shall be personally sought of by the Chairman. He/she shall be asked to put in writing the reason(s) for his/her absence.
(ii) If, after seven consecutive days of absence, the employee continues to fail to give any explanation of the cause of his/her absence, the employee will be considered to have resigned from his/her position.
(iii) In cases where the employee cannot give any satisfactory answer to the cause of his/her absences, in the judgment of the Chairman, the employee may be subjected to disciplinary action.
1.8 Staff Movement
(1) Assignments and Transfers
a) According to project needs, any employee can be transferred temporarily or permanently to any location where TEENS MEDIA GROUP conducts its activities. The transfer may be the result of a promotion, a change in role due to service requirements or other reasons.
b) A permanent transfer to a new place of work that includes a new job mandate shall result in a contract renewal. In addition, the employee concerned shall be notified one month in advance of his change in situation.
(2) Interim positions and promotions
a) An employee may be called on to temporarily perform a job in a higher category. That does not automatically give him the right to the salary and benefits of this position. However, after a reasonable amount of time, The Corporate Executive shall reclassify the employee in the category of the new job or return him/her to his/her former duties.
b) An employee who receives a promotion can be required to complete a trial period in the new position. If the trial period is successfully concluded, the employee will be reclassified in the new job category and at a salary scale level higher than his former position. If the trial period is not satisfactorily completed, the employee will be reinstated in a position at the same level as his former position.
1.9 Prohibition on Outside Employment and/or Engagement
Full-time regular employees of TEENS MEDIA GROUP are not allowed to undertake outside employment.
1.10 Termination of Employment
1.10.1 Conditions for Termination
Employees shall lose their jobs under any of the following conditions:
(1) Voluntary Resignation
a) Personnel wishing to resign from post may do so by giving a resignation letter to the Chairman stating the reasons for resignation and effective date of the same. One month of prior notice is required for such resignations.
b) The date in which the resignation letter is received at the organization’s office is considered the date on which notice of resignation is given. Failure to provide sufficient notice may be ground for forfeiture of all accrued employee benefits.
(2) Redundancy of the Position
Depending on the nature and volume of its operation, TEENS MEDIA GROUP may declare certain positions redundant. Persons occupying those positions will therefore be forced to be separated from TEENS MEDIA GROUP with proper notice. While doing so, TEENS MEDIA GROUP will give at least 2 months notice in advance.
(3) Termination with Cause Grounds for employee termination are the following:
a) Continuing inefficiency and gross negligence of duty.
b) Fund embezzlement.
c) Misuse of office equipment, and other properties.
d) Repeated unauthorized absences and leaves.
e) Intoxication while on official business or within office premises.
f) Unauthorized disclosure of official information.
(4) Retirement
a) When an employee reaches the age of retirement, according to the country’s law, the employment relationship comes to an end. TEENS MEDIA GROUP shall notify the employee by letter, stating the date the employment terminates.
b) The retiring employee shall receive salary up the date of departure and other allowances such as the Provident Fund, as specified in his/her agreement.
(5) Death
When an employee dies, his/her salary and benefits will automatically be paid to his/her legal heirs.
1.10.2 Procedures for Termination and/or Disciplinary Action
a) TEENS MEDIA GROUP will ask the employee for a written explanation on the offense deemed committed by the employee concerned, identifying the charges against him/her and the particulars of the facts relied upon to support it.
b) The employee is given 3 working days to submit his/her explanations.
c) Based on the written explanations submitted by the employee concerned and the strength of evidence presented, TEENS MEDIA GROUP may choose to decide on the charges or pursue further investigation of the case.
d) TEENS MEDIA GROUP can, shall if it feels necessary to, suspend the employee in question from duty during the period of investigation subject to the following conditions:
(i) Should the employee be in a position to tamper with the evidence against him/her.
(ii) Should the employee’s continuing presence in the organization be deemed inimical to the interest of the organization.
1.11 Conflict Management
1.11.1 Conflict Resolution
Whenever a dispute arises among the organization’s staff, it shall be resolved in a constructive manner, i.e. the solutions shall lead to positive changes. Employees who feel unfairly treated or who have complaints about a situation or about working conditions should notify the supervisor or the Chairman immediately.
1.11.2 Staff Behavior
a) TEENS MEDIA GROUP expects its employees to adopt attitudes and behavior that maintain the good image of the organization. TEENS MEDIA GROUP’s employees shall display an exemplary level of professionalism and integrity.
b) Furthermore, besides the usual rules every good employee needs to follow (respect, courtesy, punctuality), there are particular procedures of conduct for members of the organization which must be observed.
(1) Political Activities
Since TEENS MEDIA GROUP is a non-political organization, employees shall not participate in activities of a purely political nature on work premises or during working hours. It is also prohibited to use the organization’s materials for these purposes.
(2) Discrimination and Harassment
Under the principles established by TEENS MEDIA GROUP, no employee, man or woman, has the right to put pressure on another, make intimate advances, give preferential treatment or show sexual favoritism at work.
(3) Conflict of Interest
To avoid putting themselves in a conflict of interest with the objectives and operations pursued by TEENS MEDIA GROUP, employees shall respect the following guidelines:
a) It is prohibited to use TEENS MEDIA GROUP property for illegal or unauthorized purposes.
b) It is prohibited for any TEENS MEDIA GROUP employee having confidential information to disclose it without express authorization beforehand.
c) Employees cannot at any time accept a job from another employer if this job interferes with their work schedule and their duties and responsibilities.
d) Employees shall avoid putting themselves in situations where they may gain profit or derive direct or indirect interest by influencing a contract award.
e) • Employees cannot solicit or accept tips, gifts, favors or other forms of gratuities for services rendered or required to be rendered in performing their duties within the organization.
1.11.3 Grievances
If an employee feels unfairly treated by circumstances that infringe on his/her rights or change his/her employment conditions, he/she should discuss the situation with his/her immediate supervisor. If, after the matter has been discussed and corrective measures taken, an employee feels it has not been satisfactorily settled, he/she can submit a grievance to the Corporate Eexecutive, who will discuss and provide appropriate solution. All grievances shall be handled internally because there is no recourse to external mediation or arbitration.
1.12 Performance Evaluation and Skill Training
1.12.1 Performance Evaluation System
The performance evaluation system is a means by which TEENS MEDIA GROUP can increase its efficiency and that of its employees. The purpose of the system is for the organization to fulfill its mission by attaining its objectives and for employees to grow and feel fulfilled through proactive performance supervision. The system enables, among other things, the harmonizing of individual employee objectives with those of the organization, the measuring of employee potential and work performance and the support of employee improvement by working with them on their development needs.
The annual performance evaluation seeks specifically to:
- Promote communication between employees and their supervisors.
- Clarify expectations concerning objectives and performance.
- Improve employee performance through on-going monitoring and feedback.
- Assess and reward individual performance.
- Allow employees to express their career aspirations.
The performance evaluation focuses on the individual employee in relation to the tasks and responsibilities assigned to him. It is not necessarily a comparison of one employee’s performance with that of another. Thus, the employee’s work performance is to be assessed in relation to absolute procedures, that is, according to the evaluator’s performance criteria and not according to relative procedures. The performance evaluation also allows TEENS MEDIA GROUP to assess the quality of human resources in its department or organization, note important information concerning expectations and needs and clarify decisions concerning transfers or work assignments.
1.12.2 Elements of the Performance Evaluation System
A performance evaluation system is composed of three main stages that generally take place over a period of a year:
(1) Performance planning
The performance planning stage enables employees and supervisors to come to an agreement on what is to be accomplished during the year and how it will be carried out. The following procedures and tools are used to facilitate this stage:
a) Job description or list of duties
Each employee must have an up-to-date job description defining the purpose of the work and the responsibilities involved.
b) Setting of objectives
For each key responsibility associated with a position, at least one objective should be established for a particular period. The objectives should be clear and quantifiable, and the assessment criteria should be mentioned.
c) Individual action plan
The individual action plan is a planning tool used to specify the steps to be taken to achieve the objectives set beforehand. The action plan should be prepared jointly with the immediate supervisor. It may also involve new initiatives facilitating improved productivity or personal capacity development.
(2) Performance Monitoring and Management
Staff performance and productivity should be managed on an on-going basis throughout the year. The following elements, among others, are involved:
a) On-going Supervision
This means taking the time to observe, examine sources of difficulty and seek solutions.
b) Regular Communication
This involves regular exchanges so that employees can receive feedback about their performance and receive the necessary supervision.
c) Periodic Evaluation
This involves formal, scheduled meetings between an employee and supervisor to discuss activities carried out, end results and the adjustment of the action plan and objectives, if necessary. A minimum of one meeting every six months is suggested to ensure satisfactory results.
(3) Annual Performance Evaluation
The annual performance evaluation is the analysis, based on documentation from previous stages of the process, of an employee’s work record. The evaluation addresses two fundamental questions. The first relates to the past and involves verifying what was accomplished qualitatively and quantitatively during the year. The second relates to the future and consists of identifying means to be considered to ensure the employee continues to grow and develop.
The performance evaluation form should include all the sections needed for the evaluation. This includes a section relating to performance evaluation in relation to the objectives established at the outset and in relation to the responsibilities of the position, a section that specifies or targets what is needed for the employee’s development and finally a section allowing the employee and the evaluator to express their comments and affix their respective signatures. The form should also include a performance level classification and a definition of each of these levels.
The annual performance evaluation does not have any financial impact on salaries. It is first and foremost a tool to evaluate the employee’s performance and take remedial action if necessary.
1.12.3 Skill Training and Professional Development
Depending on available funds, TEENS MEDIA GROUP will foster the professional development of its employees in order to be as effective as possible in its activities. The training programs chosen will address the actual needs identified and expressed during performance evaluation sessions.
1.13 Bond
As part of the staff and organizational development activities, TEENS MEDIA GROUP may at times decide to send a designated staff person for trainings and/or further studies both abroad as well as at local level. TEENS MEDIA GROUP will bear the full/partial costs of the trainings/studies for this. However, the designated staff sponsored for the trainings/studies is required to sign a bond with TEENS MEDIA GROUP that requires him/her to complete the full tenure of working with the organization.
1.14 Employment philosophy
TEENS MEDIA GROUP is an EQUAL OPPORTUNITY EMPLOYER and at TEENS MEDIA GROUP this is a fact observed without compromise! TEENS MEDIA GROUP is a SMOKE, ALCOHOL and VIOLENT FREE environment.
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Human Resource Officer Employee
