Service Rules Manual 2011

8/3/2019 Service Rules Manual 2011

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SERVICE RULES MANUAL

FOR

LOCALLY RECRUITED STAFF

OF

DANIDA COMPONENTS / PROJECTS

3 rd VersionJanuary 2011


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TABLE OF CONTENTS

O. Introduction

1. Purpose2. Scope3. Employee Relations Policy4. General Regulations5. Effective Date

Appointment of Staff6. Appointment of Staff7. Medical Examination8. Probation9. Identity Card

Salary10. Salary11. Festival Bonus

Working Hours12. Hours of Work13. Public Holidays14. Overtime Compensation

Leave Entitlement

15. Annual Leave16. Sick Leave17. Emergency Leave18. Quarantine Leave19. Maternity Leave

Official Travels and Tours20. Official Travels and Tours21. Use of Vehicles

Transfers

22. Transfers

Staff Development Activities23. Training and Development Programs


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Medical Benefits24. Medical Benefits25. Compensation for Injury or Death26. Selection of Nominee

Termination on Medical Ground27. Discharge

Disciplinary Procedures28. Disciplinary Procedures29. Suspension30. Dismissal

Redundancy31. Redundancy

Termination32. Termination

Terminal Benefits33. Gratuity

Miscellaneous34. Allowance for Additional Responsibilities35. Uniforms and Working Clothes36. Conflict of Interest37. Professional Secrecy

Retirement38. Retirement39. Certificate of Employment


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INTRODUCTION

Staff rules are essential in the daily challenges with regard to pay procedures,promotion policies, vacation scheduling conflicts, turnover problems and otherprocedures.

The rules protect the organization and staff against the possibility of charges offavoritism, unfair treatment, capricious rewards or promotions, discontent anddisorganization. It will ensure that managers throughout the organization arehandling personnel issues in a consistent manner. And they, in turn, will have noquestions about the limits of their authority and their accountability for enforcingprocedures and regulations.

The rules and regulations have been drawn up based on legal norms and marketpractices on employment issues for the sake of bringing about a uniformity in allcomponents/projects to observe.

The service rules are intended to be implemented by the components/projects in aconsistent manner.


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1. PURP OSE AND OBJECTIVES

1.1. The purpose of the staff rules is to ensure that the staff throughout Danidasupported sector programs and projects are covered by a set of uniformpolicies, rules and regulations.

2. SCOPE

2.1. The service rules are produced to enable all staff members to be fully awareof the components/projects' human resources policies and procedures.

2.2. The service rules will be available to all staff members who, irrespective oftheir grades, must go through the service rules to keep themselves fullyabreast of their rights and privileges as well as their obligations in thedischarge of their assigned duties and responsibilities.

2.3. The conditions of employment and remuneration policies of the staff will be

decided by the Embassy of Denmark (EoD) on the recommendation of theadvisory group and any changes will be incorporated from time to time byway of amendments.

2.4. The advisory group consists of the existing advisory panel with EoD as itschairperson. One advisor per sector in which Danida has sector/thematicprogrammes.

2.5. In the case of a new project, EoD will decide the remuneration policies for theproject staff in consultation with the concerned management1 and in line withthe existing policies, as far as possible.

2.6. Whenever there is any doubt as to the meaning and interpretation of anyprovision of these rules, the management will refer the matter to EoD. TheEoD may give its interpretation on the issue directly to the concernedmanagement or refer the matter to the advisory group to debate the issue ina meeting and give its views on the correct interpretation. EoD will take thefinal decision. All management groups will be notified of the decisionaccordingly.

2.7. It is to be appreciated that these rules cannot cover all aspects of thecomponent's/project's relation with its staff. While there are sufficient

varieties of methods and approaches that can be adopted to solve a particularproblem, it is of vital importance and staff must appreciate that nocomponent/project will take unilateral decisions, which may affect othercomponents/projects. This means that any decision, required to be taken byany component/project, which may have repercussion at other units will have

1Management throughout the service rules is defined as written in the programme documents / component

descriptions


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to be referred to the advisory group chaired by EoD for prior agreementbefore implementation.

2.8. The management should not commit the component/project in any way toany amendments or changes to existing rules and regulations except by awritten authorization from the EoD.

2.9. All policy decisions and changes in the existing rules and regulationsapplicable to the components/projects will be taken or made by the EoD inconsultation with the advisory group.

2.10. All components/projects will, however, have the discretion in formulating theirrules and regulations to suit their work requirement and convenience. Whiledoing so the component/project should always keep in mind that anydeviation from the provisions of these rules will not be allowed withoutamendment, which can only be agreed upon by the advisory group inconsultation with EoD.

3. EMPLOYEE RELATIONS POLICY

We recognize the interdependence between the employer and the employeesand believe that each should give the other a fair treatment. In order to dothis, we specifically aim to do the following:

1. To create a climate of trust and support within the organization that willencourage people to work together as a team and to be innovative andcreative.

2. To maintain workplace and environmental conditions which permitemployees to work to their maximum effectiveness. To ensure thatGovernment and component/project rules of safety and hygiene arestrictly observed.

3. To offer pay and benefits and conditions of employment that iscompetitive with other comparators (donors) in the country to attract andretain people of caliber.

4. To regularly provide information to the employees regarding differentaspects of the operation and its relevant progresses. Furthermore, to

involve the employees in matters which are of concern to their job andwork situation.

5. To develop an effective internal communication and involvementmechanisms which will encourage employees to identify themselves withthe organizations and its activities.


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6. To adopt and institute a planned and systematic approach to anticipatedchanges and to develop plans for preparing employees for technologicaland environmental changes.

7. To identify the employee's needs for training and development andprovide them with the necessary development opportunities in order for

them to advance in careers.

8. To ensure that employment opportunities are conformed to theestablished and acceptable practices of the country.

4. GENERAL REGULATIONS

4.1 The service rules embody the conditions of service, rights, duties andobligations of locally employed staff members of all the Danidacomponents/projects within Bangladesh.

4.2 The service rules supercede all existing and previous administrativeinstructions on the subjects covered. It is the authoritative guide for allpersonnel affairs of the components' /projects' staff members.

4.3 Review and amendments of any rules, as and when necessary, will be madeby the Embassy of Denmark, Dhaka on the recommendation of the advisorygroup.

4.4 The components/projects will be notified of the changes as they occur.

5. EFFECTIVE DATE

5.1 This revised edition will come into effect from 1st January 2011.

Signature and Date

Mette Schou Heise


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6. APP OINTMENT OF STAFF

Recruitment

6.1. Whenever there is a need to fill a vacancy in a project, the managementinvolved will prepare a 'Staff Requisition Form' (see appendix B). Along with

the job description and person specification, the form will then be sent to theadministration department of the component/project for processing.

6.2. All new vacancies will be filled through external recruitment. Current advisorsare welcome to apply.

Selection Procedure

6.3. All prospective candidates are required to complete an 'Application Form forEmployment' (see appendix C). The administration department along with theconcerned department head or his/her representative are responsible for

screening applicants, holding written tests, arranging interviews and shortlisting of qualified candidates, based on job descriptions and personspecifications which will include:

Prescribed educational qualifications. Relevant experience. Age References from the past employers and any other professional who

knows him/her closely. Knowledge of English language, wherever applicable.

6.4. A selected candidate will be issued with a Letter of Appointment, (seeappendix D) detailing the terms and conditions of service, in duplicate, whichwill be signed and returned to the office as a token of his/her acceptance ofthe offer.

6.5. All project staff will be appointed for work of a limited duration as indicated inthe Letter of Appointment. The services of the staff will automatically standterminated on the day the contract of employment expires unless the contractis renewed.

7. MEDICAL EXAMIN ATION

7.1. All staff will, on their first appointment, be medically examined by a medicalpractitioner authorized by the component/project.

7.2. The component/project may also require a staff to be examined at any timeduring his/her service tenure by a medical practitioner authorized by it.

7.3. The component/project will bear the cost of all medical examinationsundertaken at its request.


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8. PROBATION

8.1. All staff members, except daily rated casual workers, will have a probationaryperiod of three months.

8.2. Management will assess their competencies and .performance during theprobationary period and a decision to confirm, terminate their services orextend their probation for another period must be taken and communicated inwriting.

8.3. On successful completion of the probation, a letter confirming theemployment of the staff member will be issued before the expiry of theprobation.

8.4. On completion of the probationary period, the staff will be entitled to receiveall admissible benefits as per the service rules from the date of joining.

8.5. In case of termination during the probationary period, a letter has to beissued before the expiry of such period.

9. IDENTITY CARD

9.1. All staff members in the components/projects will/may be issued with identitycards and they must keep the cards with them while on duty.

10. SALARY

10.1. Salary means gross salary.

10.2. For each grade there is a salary range, showing the minimum and themaximum. Each staff member shall, upon employment, be classified in asalary grade and placed in a salary step (see appendix E).

10.3. Normally, a staff member starts on salary step 1 in the appropriate salarygrade. However, a staff member may be placed on a higher salary stepdepending on their knowledge, experience and competence. Necessaryrationale must be documented with justification in favor of the decision.

10.4. There will be an annual performance appraisal for every staff member toevaluate his/her performance. The appraisal will be conducted bymanagement.

10.5. Subject to the annual appraisal, each staff member will after one year ofservice - every second year after reaching step 15 - move up one salary stepin the respective salary until the staff member reaches the top salary step inthat grade.


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10.6. If a staff member is shifting position to a job with added responsibilities or a job position is upgraded with added responsibilities that justify a change ingrade or step, necessary detailed documentation approved by thecomponent/project management must be in place on the files.

10.7. Automatic change of grade upward when a staff member reaches the top ofthe salary range is not allowed. Moving up from one salary grade to the nextgrade can only happen if the job content substantially changes as a result of job re-evaluation. Change of job grade also takes place when a staff ispromoted.

10.8. The income tax liability will be deducted at source. The component/project'saccounts department will provide a certificate to the individual staff ondeduction of tax from his/her salary.

10.9. The component/project is not in a position to give loans, housing allowance,

or to pay to pension schemes.

11. FESTIVAL BONUS

11.1. All staff members shall receive a festival bonus equal to one month's salaryper annum on festival occasions. This can be paid on a pro-rata basis if acontract is being terminated prematurely.

11.2. For staff members who have not completed one year of employment, bonusshall be paid on a pro-rata basis.

11.3. The bonus will be paid before the religious festivals, e.g. Eid, Christmas, Puja,Buddha Purnimaetc. as opted by them.

12. HOURS OF WORK

12.1. Components/projects may work up to 40 hours a week excluding breaks.However, components/projects working closely with the government agencieswill have the discretion to fix the weekly working hours according to theirworking hours.

12.2. Individual working hours for grades VI and VII will be fixed as per work

schedule.

12.3. During the month of Ramadan, the working hours shall be adjusted accordingto the Government declared timings.

12.4. A staff is required to attend office and maintain normal working hours ongeneral strike days (hartals). Those who fail to attend office on days of hartalshall have to adjust their absence against their annual leave entitlement.


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13. PUBLIC HOLIDAYS

13.1. National/public holidays will b~ announced by management at the beginningof the year in conformity with the Government declared holidays.

14. OVERTIME COMPENSATION

14.1. Staff of grade IV - VII may be required to carry out overtime work on any dayof the week.

14.2. The difference between actual working hours and the agreed weekly workinghours shall be considered as overtime.

14.3. This overtime should be paid for at the rate of 1.5 of hourly wage. Totalovertime per month must not exceed 60 hours. In connection with overtimethe working hours per month = 20 days per month x (normal working weekhours/5).

14.4 Overtime shall be paid if more than 30 minutes of work has been done.

14.5. If a staff is required to work on a weekly holiday, s/he shall be allowed acompensatory holiday within the following three days, in addition to overtimepayment at double rate.

14.6. However if any staff is required to work on a Government holiday, s/he shallbe given overtime payment at double rate.

14.7. For staff members of grade I III, who are not eligible for overtime,

compensation in the form of time-off may be given by the management,subject to the exigencies of the project.

14.8. All overtime work must be authorized by the supervising manager in writing.If possible, prior approval for overtime shall be -taken for a particularassignment with a copy to the finance/administrative department.

14.9. Overtime records will be maintained by the finance/administrative departmentof the project.

15. ANNUAL LEAVE

15.1. Annual leave will cover 1st January 31st December of a year.

15.2. Staff members are entitled to 5 weeks of annual leave during one full year ofservice (25 working days based on a five day working week).

15.3. When starting or terminating service with components/projects, the leave duewill be calculated on a pro-rata basis.


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15.4. At the beginning of the year, staff members may submit their leave plan tomanagement, who will develop an annual leave plan for the project, takinginto account the preferences of the individuals as much as possible. Approvedindividual leave plan will be returned to the staff.

15.5. Applications for leave shall be submitted on a prescribed form (example in

appendix F) and according to the procedure laid down. Staff members mustobtain the leave approval before proceeding on such leave.

15.6. Approval of leave shall be obtained from immediate supervisors well inadvance, not less than 3 days, and coordinated with the relevantsection/supervisor prior to the commencement of leave.

15.7. Where warranted by work exigencies, the component/project may requirestaff to defer their approved leave in writing with a copy to the administrationfor record purposes. In such circumstances, the unavailed leave will be addedto or carried over to the subsequent year's leave or paid for if the individual

leaves employment meanwhile. A staff member may carry forward to nextyear maximum 10 days of unavailed annual leave. Leave cant beaccumulated over several years.

15.8. Unavailed leave cannot be encashed except as stated in 15.7

16. SICK LEAVE

16.1. Staff members shall inform supervisors as soon as possible of their absencedue to sickness.

16.2. A staff member will be entitled to a maximum of 14 days sick leave with payin a year. The sick leave is to be applied for on a prescribed form (example inappendix G). Application for more than 3 days sick leave will have to besubmitted with a medical certificate from the attending physician diagnosingthe nature of sickness and recommending the period of absence needed torecover.

16.3 With genuine justification, absence due to sickness beyond 14 days in a year,project management may consider the leave with pay for maximum 1 month.

16.4. In the matter of sick leave, the management may require the staff member to

appear before a registered medical practitioner authorized by thecomponent/project.

17. EMERGENCY LEAVE

17.1. On the discretion of management staff members may be granted up to 10days emergency leave per year. Such leave should be applied for on a formprescribed by management and should also be approved by EoD. (annex F)


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18. QUARANTINE LEAVE

18.1. When a staff or any member of his/her family, living 'with him/her, has or issuspected of any communicable disease by the management or a registeredmedical practitioner, s/he will be on quarantine, as required.

19. MATERNITY LEAVE

19.1. A female staff member is entitled to four calendar months (as per govt. rule)maternity leave with full pay. The leave can be taken before and/or afterconfinement according to the discretion of the applicant.

19.2. A pregnant staff member must notify the project of her pregnancy not lessthan three months prior to the expected date of confinement.

19.3. A female staff member who has taken her maternity leave shall not forfeit her

annual leave in that year.

19.4. Absence due to pregnancy and childbirth shall not be counted as illness.

19.5. The above provisions shall apply to the female staff member confirmed inservice.

19.6. A male staff member will be allowed to take up to one week's paid leave inconnection with his spouse giving birth.

20. OFFICIAL TRAVELS/ TOURS

20.1. A staff member who is required to undertake duty travel within Bangladeshwill receive per diem and reimbursement of expenses (See Appendix H).

20.2. The rates for metropolitan areas (Dhaka and Chittagong) will be different fromother areas. Local transport (rickshaw, taxi, tempo, bus etc.) costs at actualat outstation will be paid for additionally.

20.3. A staff member who is required to undertake duty travel is entitled to a traveladvance in respect of expenses and allowances as mentioned above.

20.4. The rates are revised, as necessary, and EoD will notify the changesaccordingly.

20.5. When a staff member is required to undertake duty travel abroad, the rulesprovided by the EoD will be followed.

20.6. All staff members are required to submit a travel report and an expensestatement within three days of the completion of the travel/tour.


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21. USE OF VEHICLES

21.1. No staff member is allowed to use project vehicles for private purposes.

21.2. Pick up and drop service will not be provided. Staff will be entitled to aconveyance allowance specified in annex H.

21.3. Unless otherwise agreed with individuals, motor cycles and bi-cycles providedfor field work will be used within the designated area only.

21.4. Drivers should take all safety measures while using any such vehiclesensuring safety to its passengers and vehicles.

21.5. In the event of any accident, the driver shall, if possible, report to the projectoffice immediately.

22. TRANSFERS

22.1. Component/project work exigencies may require a staff member to betransferred/deputized permanently or temporarily from one unit to anotherwithin the sector and intra sector.

22.2. The transfer has to be approved by management

22.3. A staff member on permanent transfer will receive an additional one monthsalary to meet the transfer expenses, resulting in relocation ofoffice/residence.

22.4. A staff on deputation will receive the allowance/hotel expenses as mentionedin section 17 according to his/her grades. Deputation will not be for morethan one month.

23. TRAIN ING AND DEVELOPMENT PROGRAMM ES

23.1. Components/projects shall provide staff development activities like training,attending workshops, exposure travel etc., as deemed necessary.

23.2. For overseas training, the staff member has to guarantee that on his/herreturn to Bangladesh, s/he will join the office in his/her position and shall

continue his/her services with the component/project as per the declarationform.

23.3. Staff members going for overseas training will receive allowances as per theEoD rules.

23.4. Individual staff member participating on such overseas training will beresponsible for obtaining visas. The visa cost is reimbursable, while the costfor passport will be on the participant's own account.


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23.5. Staff members attending in-country training programme will be paid dailyallowances and hotel expenses according to section 20 as applicable to theirgrades.

23.6. If the training course takes place in the participants hometown, no per diem

or hotel accommodation will be provided.

24. MEDICAL BENEFIT

24.1. When a staff member has been absent ii-on duty for more than three daysthe component/project can request a medical certificate from a certifieddoctor.

24.2. The component/project will take up a health insurance plan for each staffmember and/or his/her immediate family (i.e. spouse and unmarried childrenless than 21 years of age) according to the following rules:

a) If the spouse works and enjoys medical coverage, no reimbursement ofmedical costs can be given to the spouse.

b) If the child is 21 years or more of age and working, no reimbursement ofmedical costs can be given to him/her.

c) The hospitalization plan will be 80 % of any claim and maximum BDT100.000 per year per employee (according to insurance policy). Anyclaim above this amount cant be catered for.

d) The out-patient plan will be 80% of any claim and maximum of BDT30.000 per year per employee (according to insurance policy)

e) Claims for non-prescribed medicine, thermometers, hearing aids,glasses, sticks etc., will not be reimbursed.

f) Costs for optical tests, dental care, medical routine check-ups (exceptthose ordered by the component/project) will not be reimbursed.

g) Where the staff member has sustained a major injury whilst on duty thecomponent/project will meet all associated medical costs. The decision

as to whether such injury is related to the staff members duty will bemade by the component/project after hearing of a third party medicalauthority.

25. COMPENSATION FOR INJURY OR DEATH

25.1. Danida has centrally arranged a group insurance policy (appendix I) for allstaff members with an insurance company, the premium of which is beingpaid by Danida. The details are available with component/projects.


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25.2. When an individual has sustained injury or death while in the service of thecomponent/project, s/he will be paid the full compensation as prescribed bythe insurance company. However, this amount must not be less than what isprescribed by national law.

25.3. A staff member or his/her surviving nominee(s) shall be entitled tocompensation in the event of injury or death in accordance with the groupinsurance policy.

25.4. A staff member will be covered by a group insurance policy from the very firstday of his /her employment with the component/project.

25.5. A daily rated casual worker, sustaining injury or death while on duty will bepaid compensation as prescribed by the national law.

26. SELECTION OF NOMI NEE

26.1. At the time of joining the office the staff member will select a nominee in aprescribed form, with a passport size photograph of the nominee and at leasttwo witnesses from the office.

26.2. In case of death/accident of a staff member, the nominee will draw all duescredited in the account of the staff, including gratuity, if any.

26.3. If no nominee has been selected, a succession certificate will be required fromthe court of law.

27. DISCHARGE

27.1. When a staff member has been absent from duty due to illness or injury formore than 120 calendar days during any period of 12 consecutive months thecomponent/project is entitled to terminate the contract of employment.

27.2. For terminating the employment of a staff by the employer and if it is not dueto the completion, cessation, abolition or discontinuance of thecomponent/project work, three month's notice or pay in lieu of, shall be givenby the employer. In addition the staff member will be entitled to gratuity.

28. DISCIPLIN ARY PROCEDURE

28.1. A staff member may be dismissed without prior notice or pay in lieu thereof,or any compensation if s/he is convicted for an offence; or, found guilty ofmisconduct.

28.2. The following acts and omissions shall be treated as misconduct:a) Willful insubordination or disobedience, whether alone or in combination

with others, to any lawful or reasonable order of a superior;


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b) Theft, fraud or dishonesty in connection with the employer's business orproperty;

c) Taking or giving bribes or any illegal gratification in connection withhis/her or any other worker's employment under the employer;

d) Habitual absence or unauthorized leave for more than ten days;e) Habitual late attendance;

f) Habitual breach of any rules or regulation of the service rules;g) Riotous or disorderly behavior in the office, or any act subversive of

discipline;h) Habitual negligence or neglect of work;i) Falsifying, tampering with, damaging or causing loss of employer's official

records.

28.3. While taking disciplinary action, which might result in warning, suspensionwithout pay as a measure of punishment or dismissal, the following procedureshall be followed before any order is issued:a) the allegations against him/her are recorded in writing;

b) s/he is given a copy thereof and has not less than 4 working day's time toexplain;

c) s/he is given a personal hearing;

28.4. Where no explanation has been received from the staff member charged withmisconduct within 7 days as specified in the charge sheet, component/projectmay take decision in the matter without the consent of the concerned staffmember.

28.5. A staff member may, however, be cautioned against any unsatisfactoryperformance or behavior and the cautionary letter will be entered in the

staffs personal record.

28.6. In awarding punishment, management shall take into account the gravity ofthe misconduct, the previous records, if any, of the staff and any otherextenuating or aggravating circumstances that may exist.

29. SUSPENSION

29.1. In case of suspension of any staff member pending enquiry, s/he will be paidsubsistence allowance equivalent to half of his/her monthly salary during theperiod of such suspension.

29.2. If on enquiry, a staff member is found guilty of the charge and is punished,s/he shall not be entitled to his/her salary for the period of suspension forenquiry.

29.3. If the staff member is found not guilty, s/he shall be deemed to have been onduty for the period of suspension for enquiry and shall be entitled to his/herfull salary for such period of suspension. The subsistence allowance paid shallbe adjusted accordingly.


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30. DISMISSAL

30.1. Dismissal means severance from the services of the staff by the employer formisconduct.

30.2. No order for dismissal of a staff shall be made unless:a) The allegations against him/her are recorded in writing.b) S/he is given a copy thereof and not less than four working days time to

explain.c) S/he is given an opportunity for personal hearing during the enquiry

proceeding.d) The management approves of such order.

30.3. An order of dismissal or suspension in writing may take effect immediately ondelivery to the staff member.

30.4. If the staff member refuses to accept notice, letter, charge-sheet, order orany other document addressed to him/her by the component/project, it shallbe deemed that such notice, letter, charge-sheet, order or the document hasbeen delivered to him/her if a copy of the same has been exhibited on thenotice board and another copy has been sent by registered post to theaddress of the staff as available from the records of the component/project.

30.5 The dismissal will be effective from the date of suspension or with immediateeffect, whichever the case may be. A staff who is dismissed loses bonus andgratuity payments.

31. REDUNDANCY

31.1. When a staff member's job ceases to exist as the result of organizationalchanges within the components/projects who thus becomes redundant andalternative employment is not available or if alternative employment isrefused the following principles shall apply:

31.2. Staff employed in any component/project who has been in continuous servicefor more than 1 year can be made redundant by the employer when the staffmember has been given three month's notice in writing, indicating thereasons for redundancy.

32. TERMINATION

32.1. A staff members employment ends automatically when the contract periodexpires, in which case gratuity is applicable.

32.2. On expiry of the project, all contracts will stand terminated. Staff memberswill be entitled to gratuity.


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32.3. If the component/project expires prematurely for any reason whatsoever, thestaff will be notified three months before such expiration, in which case,payment of gratuity and pro-rata bonus will be applicable.

32.4. For terminating the employment of staff members the employer will follow hiscontractual obligations as per the conditions of the letter of employment as

well as the present service rules. (Gratuity, bonus, Etc.). Employees arerequired to give at least one month's notice.

33. GRATUITY

33.1. After the completion of 12 months continuous service, a staff member shallbe entitled to one months salary for every completed year of service. Thegratuity is based on the staffs salary at the time of termination of service.

33.2. Payment on a pro-rata basis will also be made where the staff member hasnot completed full year's service.

33.3. Gratuity will, however, not be payable if the staff member is dismissed fromthe service on ground of misconduct.

34. ALLOWANCE FOR ADDITIONAL RESPONSIBILI TIES

34.1. When a staff member (in grades IV and V), in addition to his/her ownresponsibilities, is required to perform duties of a higher position, orequivalent position for a temporary period, at least for one calendar month,s/he will receive 25% of his/her current salary in addition to his/her regularsalary.

34.2. This amount will not be taken into account while calculating bonus or gratuitypayments.

34.3. This allowance will be limited to a period of3 months only.

35. UNIFORMS AND WORKI NG CLOTHES

35.1. On confirmation in service, grade V to VII staff shall annually be providedwith working clothes and uniforms which must be worn while on duty. (seeappendix J). Failure to comply with this will be construed as misconduct.

35.2. It is a general obligation that the clothes must be kept neat and clean.

36. CONFLICT OF INTEREST

36.1. A staff member of the component/project is not allowed to have any otheremployment or assignment or carry on any activity which could impairconfidence in the impartiality in performing the duties, or which could damagethe component's/project's interests.


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36.2. A staff member is not allowed to solicit or receive any fee, gratuitouspayment, agency or goods etc. for any matter or service connected with theduties of the component/project.

36.3. Staff members agree to adhere to the Danida anti corruption code of conduct,

which has been presented to them at the time of employment (Appendix L).

37. PROFESSIONAL SECRECY

37.1. Matters which come to the staff member's knowledge in his/her officialcapacity and whose concealment is required by the circumstances or-basedon instruction shall be treated as confidential.

37.2. On termination of a staff member'~ service, for any cause whatsoever, thestaff member shall hand over to the project all property of thecomponent/project for which s/he was responsible, together with documents,

files, lists or notes executed by the staff member during the employmentperiod.

38. RETIREMENT

38.1. A staff member retires from the service of Danida component/project on theday his/her 63rd birthday falls.

38.2. However, a fresh contract can be offered to the retired staff with mutualconsent.

39. CERTIFICATE OF EMPLOYMENT

39.1. When the service of a staff member comes to an end due to termination,resignation, discharge, dismissal, redundancy or retirement, the staff membershall be entitled to receive a certificate of employment stating the period ofemployment. (see appendix K).


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LIST OF APPENDIX

Appendix A Categories of Staff Appendix B Staff Requisition Form Appendix C Application Form for Employment Appendix D Letter of Appointment Appendix E Salary Structure Appendix F Leave Application Form (Annual Leave) Appendix G Leave Application Form (Sick Leave) Appendix H Allowances for Official Tours/Travels Appendix I Group Insurance Policy Appendix J Uniform Regulation

Appendix K Certificate of Employment Appendix L Danida Anti-Corruption Code of Conduct


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Appendix A

Categories of Staff

Grade Job Title (non exhaustive)

Grade I: Senior staff who have a high degree (Sr.) Programme officersinde enden and make their owndecisions under define areas ofresponsibilit

Grade II: Senior staff who take care of certain Administrative Officersindependently and who, on their own Accountantinitiative communicate with the local

authorities and offices.

Grade III: Mid-level staff who deal with routine Office Managercases, however, of independent

Can only make decisions uponspecial authority.

Grade IV: Technical staff /support staff in Junior Socia-Economistoffice functions. Field Researcher

Junior Secretary

Grade V: Technical staff/support staff m ArchivistsAdministrative service

Grade VI: Motor vehicle drivers. Driver

Grade VII: Support

Messenger Cleanin staff Gardener

Security Guard


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20

Appendix B

Staff Requisition Form

1. Department :

2. Job Title :

3. Job Grade :

4. Job Description (Attach a copy) :

5. Person Specification (Attach a copy) :

6. Approved Establishment :

7. Actual Establishment :

8. Reasons for Employment :

..Finance/Admin Manager

Management


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21

Danida Financed Projects and Componen tsSalary Structure

Salary scale as per the latest 5.6% inflation adjustment effective from 01 July 2010

Step Grade I Grade II Grade III Grade IV Grade V

1 54034 42041 30014 24029 15021

2 56745 44146 31526 25229 15780

3 59579 46342 33017 26482 16540

4 62545 48637 34668 27797 17406

5 65699 50881 36399 29184 18235

6 68975 53601 38299 30519 19152

7 72418 56320 40223 32197 200298 76083 58900 42052 33784 21027

9 79882 62097 43959 35428 22172

10 84068 65142 46317 37087 23197

11 88004 68465 48885 39023 24478

12 92490 72075 51050 41148 25714

13 97118 75679 53601 43173 26969

14 101738 79740 56260 45344 28354

15 106825 83749 59095 47625 29741

16 112149 88076 61787 49999 3125117 117748 92473 65142 52488 32798

18 123636 97092 68419 55122 34440


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22

Appendix H

Allowances for Official Tours and Travels

Grades Daily

allowances *

Hotel expenses ** Travel

Overnight(Taka)

On production ofreceipts, but notexceeding (Taka)

I II 2,000 2,000 Economy Air1st Class A/C Train

A/C Coaches & Buses

III 1,550 1,500 Economy Air(when necessary)

1st Class TrainA/C Coaches & Buses

IV - V 1,300 1,200 Economy class Train,Coach and Bus

VI - VII 1,070 850 Economy class Train,Coach and Bus

The rates for metropolitan areas for hotel expenses will be

Taka 3,000for Grades I II,Taka 2,000for Grade III,Taka 1,700for Grades IV VTaka 1,300for Grades VI-VII

* Travel allowance can only be claimed in connection with overnight stay. The dailyallowance is calculated on a prorate/hourly basis. To justify the travels, dailyallowances can only be paid upon submission of original bills.

If breakfast is included in the hotel/guesthouse bill, the rate will be reduced with15% of the full bill, and 30% will be deducted and dinner respectively. Same rate ofdeduction will be applicable if there is any official breakfast, lunch and dinner.

** Only exception is Danida Guesthouse, where the current rate of accommodationwill apply.

Conveyance AllowanceStaff based within the metropolitan city limit (Dhaka and Chittagong), will be entitledto a Conveyance Allowance of Taka 3000. Staff based outside the city limits will beentitled to Taka 1500 as Conveyance Allowance.


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Appendix I

Group Insurance Policy

The following is the total insured amount for the staff members of different grades:

Grade I III : Taka 6 LacGrade IV V : Taka 6 LacGrade VI VII : Taka 6 Lac

The Component/ project w il l pay the premium as arranged with a reputedinsurance company.

Documents

Service Rules Manual 2011