LAHORE WASTE MANAGEMENT COMPANYlwmc.com.pk/uploads/manuals/LWMC Final HR Manual.pdf · HUMAN...

LAHORE WASTE MANAGEMENT COMPANY

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HUMAN RESOURCE MANUAL

Lahore Waste Management Company

TABLE OF CONTENTS

1. INTRODUCTION .................................................................................................................................. 8

1.1 AUTHORITY .................................................................................................................. 8 1.2 MISSION STATEMENT ....................................................................................................... 8 1.3 HR POLICY STATEMENT .................................................................................................... 8 1.4 TERMS USED IN THE MANUAL .............................................................................................. 9

2. CUSTODY AND REVISION ................................................................................................................. 16

2.1 CUSTODY .................................................................................................................. 16 2.2 REVISION ................................................................................................................... 16

3. ROLES AND RESPONSIBILITIES ....................................................................................................... 18

3.1 RESPONSIBILITIES ......................................................................................................... 18 3.2 ORGANOGRAM OF HUMAN RESOURCE (HR) DEPARTMENT .......................................................... 18 3.3 KEY POSITIONS AND JOB DESCRIPTIONS ............................................................................... 19

3.3.1 GM (HR&A) ................................................................................................................................... 19 3.3.2 Manager HR .................................................................................................................................. 21 3.3.3 Assistant Manager HR .................................................................................................................. 22 3.3.4 Manager Administration............................................................................................................... 23 3.3.5 Assistant Manager Administration ............................................................................................... 24

4. RECRUITMENT, SELECTION AND INDUCTION ............................................................................... 25

4.1 RECRUITMENT ............................................................................................................. 25 4.1.1 Responsibility ................................................................................................................................ 25

a. Head of Department ....................................................................................................................................... 25 b. GM (HR&A) ....................................................................................................................................................... 26

4.1.2 Search Committee ......................................................................................................................... 26 4.1.3 Recruitment Procedures ................................................................................................................ 26

a. Need Assessment ............................................................................................................................................. 26 b. Recruitment Process ....................................................................................................................................... 27

4.1.4 Recruitment Method ..................................................................................................................... 28 a. Preparing the job description and personnel‟s specification .................................................................. 28 b. Approval ........................................................................................................................................................... 28 c. Preparing the advertisement ........................................................................................................................ 28 d. Recruitment schedule .................................................................................................................................... 31 e. Appointment by Invitation ............................................................................................................................. 31 f. Cost of Advertising .......................................................................................................................................... 32 g. Closing Dates ................................................................................................................................................... 32 h. Placement of Advertisements ....................................................................................................................... 32 i. Receipt of Applications .................................................................................................................................. 32

4.2. SELECTION PROCESS ..................................................................................................... 32 4.2.1 Accountability ............................................................................................................................... 33 4.2.2 Selection Procedures ..................................................................................................................... 34

a. Short listing ...................................................................................................................................................... 34 b. Short listing candidates against the selection criteria ............................................................................. 34 c. Conducting interviews .................................................................................................................................... 37 d. Selection of Candidates ................................................................................................................................. 37 e. Non-appointment ............................................................................................................................................ 38 f. Successful candidates ..................................................................................................................................... 38 g. Offers of employment .................................................................................................................................... 38 h. Unsuccessful candidates ................................................................................................................................ 39 i. Staff Appointments ......................................................................................................................................... 39

4.3. INDUCTION AND ORIENTATION ......................................................................................... 39 4.3.1 Responsibility ................................................................................................................................ 40

a. Head of the Department ................................................................................................................................ 40 b. GM (HR&A) ....................................................................................................................................................... 40



4.3.2 Procedure ...................................................................................................................................... 40 4.4. PROBATION AND CONFIRMATION ....................................................................................... 42

4.4.1 Responsibility ................................................................................................................................ 42 4.4.2 Probationary Period ...................................................................................................................... 43

5. COMPENSATION MANAGEMENT ..................................................................................................... 45

5.1. SALARY MANAGEMENT ................................................................................................... 45 5.1.1 Responsibility ................................................................................................................................ 46 5.1.2 Salary Grade ................................................................................................................................. 46 5.1.3 Salary Increment ........................................................................................................................... 47 5.1.4 Disbursement of salaries ............................................................................................................... 47 5.1.5 Salary Advances from Current Month’s Pay ................................................................................. 48

5.2. REIMBURSEMENT-TRAVELING EXPENSES .............................................................................. 48 a. Payment ............................................................................................................................................................ 48 b. Allowable Travel Expenses ............................................................................................................................ 49 c. Local Conveyance Allowance ........................................................................................................................ 50 d. Advance for travel expenses ......................................................................................................................... 51 e. Air Travel (Domestic) ..................................................................................................................................... 52 f. Air Travel (Foreign) ........................................................................................................................................ 52 g. Daily Allowance (Local) .................................................................................................................................. 52 h. Daily Allowance (foreign) .............................................................................................................................. 52 i. Room Rent ........................................................................................................................................................ 52

5.3. REIMBURSEMENT – FUEL COSTS ......................................................................................... 53 a. Claim and Reimbursement Process .............................................................................................................. 54

5.4. ALLOCATION AND USE OF COMPANY PROVIDED MOBILE PHONES .................................................. 54 5.4.1 Responsibility ................................................................................................................................ 54

a. Entitlement ...................................................................................................................................................... 54 b. Responsibilities of Users of Mobile Phone ................................................................................................... 55

5.5. ATTENDANCE .............................................................................................................. 55 5.5.1 Responsibility ................................................................................................................................ 56 5.5.2 Marking attendance ..................................................................................................................... 56 5.5.3 Attendance and Punctuality .......................................................................................................... 56 5.5.4 Office Timings ............................................................................................................................... 56 5.5.5 Operational Staff Timing ............................................................................................................... 57 5.5.6 Attendance Policies ....................................................................................................................... 57 5.5.7 Break during Working hours ......................................................................................................... 58 5.5.8 Publication of Holidays and Weekly Off Days ............................................................................... 58 5.5.9 Overtime ....................................................................................................................................... 58

5.6. LEAVE MANAGEMENT..................................................................................................... 59 5.6.1 Annual Leave ................................................................................................................................. 59 5.6.1.1 Responsibility ................................................................................................................................ 59 5.6.1.2 Procedure ...................................................................................................................................... 59

a. Notification ...................................................................................................................................................... 59 b. Grant of Leave ................................................................................................................................................. 59 c. Benefits during Leave ..................................................................................................................................... 60 d. Calculation ....................................................................................................................................................... 60

5.6.2 Maternity Leave ............................................................................................................................ 60 5.6.2.1 Procedure ...................................................................................................................................... 60

a. Notification ...................................................................................................................................................... 60 b. Grant of Leave ................................................................................................................................................. 60 c. Benefits during leave...................................................................................................................................... 61

5.6.3 Casual Leave ................................................................................................................................. 61 5.6.3.1 Procedures .................................................................................................................................... 61

a. Grant of Leave ................................................................................................................................................. 61 b. Entitlement ...................................................................................................................................................... 61 c. Benefits during Leave ..................................................................................................................................... 62 d. Calculation ....................................................................................................................................................... 62



5.6.4 Sick Leave ...................................................................................................................................... 63 5.6.4.1 Procedure ................................................................................................................................................ 63 a. Notification ...................................................................................................................................................... 63 b. Grant of Leave ................................................................................................................................................. 63 c. Benefits during Leave ..................................................................................................................................... 63 d. Calculation ....................................................................................................................................................... 63

5.6.5 Extraordinary Leave ...................................................................................................................... 64 5.6.5.1 Procedure ................................................................................................................................................ 64 a. Grant of Leave ................................................................................................................................................. 64 b. Study Leave Sponsored by the Company ..................................................................................................... 64 c. Resignation during Leave without Pay ......................................................................................................... 64 d. Termination during leave without Pay ........................................................................................................ 65

5.6.6 Public Holidays .............................................................................................................................. 65 5.6.6.1 Responsibility ................................................................................................................................ 65

5.6.6.2 List of Public holidays ............................................................................................................................ 65 5.6.7 Hajj Leave ...................................................................................................................................... 65

5.6.7.1 Procedure ................................................................................................................................................ 65 a. Benefits during Leave ..................................................................................................................................... 66

5.6.8 Short Leaves .................................................................................................................................. 66 5.6.8.1 Procedure ................................................................................................................................................ 66

5.6.9 Compensatory Leaves ................................................................................................................... 67 5.6.9.1 Procedure ................................................................................................................................................ 67 a. Notification ...................................................................................................................................................... 67 b. Grant of Leave ................................................................................................................................................. 67

5.6.10 Leave Record ................................................................................................................................. 67

6. BENEFITS MANAGEMENT ................................................................................................................ 68

6.1 PROVIDENT FUND ......................................................................................................... 68 6.1.1 Procedure ...................................................................................................................................... 68

a. Benefits ............................................................................................................................................................. 69 b. Advances secured by Provident Fund .......................................................................................................... 69

6.2 BONUS ...................................................................................................................... 69 6.2.1 Procedure ...................................................................................................................................... 70 6.2.2 General Bonus ............................................................................................................................... 70 6.2.3 Performance Bonus ....................................................................................................................... 70

6.3 POOL CAR USE POLICY ................................................................................................... 71

7. SEPARATION FROM EMPLOYMENT................................................................................................. 76

7.1 SEPARATION PROCEDURES .............................................................................................. 76 a. Exit Interview .................................................................................................................................................. 77

7.2 MODES OF SEPARATION .................................................................................................. 78 7.2.1 DEATH ....................................................................................................................... 78

7.2.1.1 Responsibility .......................................................................................................................................... 78 7.2.1.2 Procedure ................................................................................................................................................ 78

7.2.2 RETIREMENT .................................................................................................................. 79 7.2.2.1 Procedure ................................................................................................................................................ 79 a. Notification ...................................................................................................................................................... 79 b. Application ....................................................................................................................................................... 80 c. Retaining of Employee ................................................................................................................................... 80 d. Benefits ............................................................................................................................................................. 80

7.2.3 RESIGNATION ................................................................................................................. 81 7.2.3.1 Procedure ................................................................................................................................................ 81 a. Confirmation of Resignation .......................................................................................................................... 81 b. Benefits ............................................................................................................................................................. 82

7.2.4 DISMISSAL/TERMINATION...................................................................................................... 82 7.2.4.1 Procedure ................................................................................................................................................ 82 a. Conditions for Termination or Dismissal ..................................................................................................... 82 b. Notice ................................................................................................................................................................ 85



c. Benefits ............................................................................................................................................................. 85 7.3 LAY OFFS ................................................................................................................... 85

7.3.1 Procedure ................................................................................................................................................ 85 a. Conditions for Layoff ...................................................................................................................................... 85 b. Notice ................................................................................................................................................................ 86 c. Benefits ............................................................................................................................................................. 86

8. HUMAN RESOURCE MANAGEMENT ................................................................................................. 87

8.1 MANPOWER BUDGETING ................................................................................................. 87 8.1.1 Responsibility ................................................................................................................................ 87 8.1.2 Procedure ...................................................................................................................................... 87

8.2 CODE OF CONDUCT ....................................................................................................... 88 8.2.1 Responsibility ................................................................................................................................ 89 8.2.2 Procedure ...................................................................................................................................... 89

a. Conflicts of Interest ........................................................................................................................................ 90 b. Improper personal benefits ........................................................................................................................... 90 c. Financial interests in other businesses ........................................................................................................ 91 d. Outside employment or activities ................................................................................................................ 91 e. Protection and Proper use of LWMC Assets ................................................................................................ 91 f. Full, Fair and Accurate Disclosure of facts ................................................................................................. 91 g. Workplace Harassment ................................................................................................................................... 92 h. Weapons, Workplace Violence, Drugs, Alcohol and Gambling ................................................................ 92 i. Loans and other Credit Facilities from Financial Institutions .................................................................. 92 j. Responding to Inquiries from the Press and Others .................................................................................. 92 k. Confidentiality ................................................................................................................................................. 93 l. Compliance with laws and the Code ............................................................................................................ 93 m. Rights Created ............................................................................................................................................. 94 n. Disclosures of interest, affiliation or activity ............................................................................................ 94 o. Sanction ............................................................................................................................................................ 95 p. Integrity ............................................................................................................................................................ 95

8.3 TRAINING AND DEVELOPMENT .......................................................................................... 95 8.3.1 Procedure ...................................................................................................................................... 96

a. Planning the Training ..................................................................................................................................... 96 b. Planning the Development Activities ........................................................................................................... 97 c. Delivery of Training ........................................................................................................................................ 98 d. Evaluation of Training Effectiveness ........................................................................................................... 98 e. Development Counseling................................................................................................................................ 99

8.4 PERFORMANCE MANAGEMENT .......................................................................................... 99 8.4.1 Procedure .................................................................................................................................... 100

8.5 CAREER AND SUCCESSION PLANNING ................................................................................. 101 8.5.1 Responsibility .............................................................................................................................. 101 8.5.2 Procedure .................................................................................................................................... 101

a. Individual plan ............................................................................................................................................... 101 b. Management Co-ordination Meeting .......................................................................................................... 101 c. Procedure for Head of Departments .......................................................................................................... 102 d. Basis of Succession planning ....................................................................................................................... 102

8.6 TRANSFERS AND PROMOTIONS ......................................................................................... 105 8.6.1 Responsibility .............................................................................................................................. 105 8.6.2 Procedure .................................................................................................................................... 105

a. Transfers ......................................................................................................................................................... 105 b. Promotions ..................................................................................................................................................... 105

8.7 DISCIPLINARY POLICIES ................................................................................................. 107 8.7.1 Procedure .................................................................................................................................... 107

a. Appeal ............................................................................................................................................................. 110 b. Penalties ......................................................................................................................................................... 111 c. General ........................................................................................................................................................... 112

8.8 GRIEVANCES .............................................................................................................. 112 8.8.1 Procedure .................................................................................................................................... 112



Stage - I: Head of Department ........................................................................................................................ 112 Stage - II: GM (HR&A) ........................................................................................................................................ 113 Stage - III: Grievance Committee .................................................................................................................... 113 Stage - IV: The Managing Director ................................................................................................................... 113

9. HEALTH AND SAFETY .................................................................................................................... 115

9.1 PROCEDURE .............................................................................................................. 115

10. EMPLOYEES RE-DEPLOYED FROM CITY DISTRICT GOVERNMENT ............................................ 117

10.1 PROCEDURE .............................................................................................................. 118 10.2 EXCERPTS FROM PROPOSED AGREEMENT WITH CITY DISTRICT GOVERNMENT LAHORE AND TMAS .......... 121

APPENDICES ............................................................................................................................................... 126

RECRUITMENT PLAN ................................................................................................................................. 127

APPLICATION FOR EMPLOYMENT ........................................................................................................... 129

INTERVIEW EVALUATION SHEET ............................................................................................................. 135

INTERVIEW PANEL RECOMMENDATION FORM ....................................................................................... 140

OFFER LETTER .......................................................................................................................................... 141

APPOINTMENT LETTER TEMPLATE ......................................................................................................... 143

JOINING REPORT ....................................................................................................................................... 148

ORIENTATION EVALUATION FORM ......................................................................................................... 151

PROBATION PERIOD COMPLETION REPORT ........................................................................................... 154

CAR ALLOCATION FORM .......................................................................................................................... 158

LEAVE RECORD FORM (YEAR).................................................................................................................. 160

LEAVE APPLICATION FORM...................................................................................................................... 162

APPROVAL .................................................................................................................................................. 162

HR DEPARTMENT....................................................................................................................................... 162

TRAINING NEED ASSESSMENT FORM ....................................................................................................... 163

TRAINING EVALUATION FORM ................................................................................................................. 165

PERFORMANCE DEVELOPMENT REVIEW FORM (FOR GRADE M-1 TO M-6) .................................... 168

PERFORMANCE DEVELOPMENT REVIEW FORM (FOR GRADE M7-M11) .......................................... 173

PERFORMANCE DEVELOPMENT REVIEW FORM (FOR NON MANAGEMENT GRADES)..................... 175

TRAVELLING ALLOWANCE BILL ............................................................................................................... 177

CLEARANCE CERTIFICATE ........................................................................................................................ 178

EXIT INTERVIEW FORM ............................................................................................................................. 183

POOL CAR USE FORM ............................................................................................................................... 184

VEHICLE LOG BOOK .................................................................................................................................. 186

VEHICLE SERVICE RECORD ....................................................................................................................... 187

ORGANOGRAM ........................................................................................................................................... 188

LIST OF S.W.M EMPLOYEES ..................................................................................................................... 189

FLOW CHARTS ........................................................................................................................................... 191

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LIMITS OF EXPENSES ................................................................................................................................ 192



1. INTRODUCTION

1.1 AUTHORITY

This Policies and Procedures Manual developed for the LAHORE WASTE MANAGEMENT

COMPANY (“LWMC“) provides guide lines for effective management of Human

Resource. It applies to all staff members on the permanent payroll of LWMC and re-

deployed staff of City District Government, Lahore.

1.2 MISSION STATEMENT

The mission of the Human Resource Department is to support the goals and

challenges of LWMC by providing quality service in all personnel operations with

integrity, responsiveness and sensitivity to the employees and to promote a work

environment that is characterized by fair treatment of staff, open communications,

personal accountability, trust and mutual respect. Engage the best possible human

resource, and raise a dedicated and loyal team, to meet the requirements, mission

and objectives of LWMC.

1.3 HR POLICY STATEMENT

This manual is not intended to be, and should not be interpreted as, a contract

between LWMC and any employee. In the event of a discrepancy between this

manual and the collective bargaining agreement covering employees, if any, the

terms of the bargaining agreement will govern.

This manual should be used as a reference and as a general guide. It is expected

that managers and heads of departments will strive to apply these policies

equitably, and that appropriate consideration will be given to previous actions that

may have been taken prior to implementation of this manual. However, this

manual is not intended to be an inflexible rule book; rather it should be a resource

for interpreting the variety of individual situations that can occur in the workplace.

The manual will be helpful to:

Provide an on job reference guide for the written policies and procedures to

be followed;



Clarify the HR organizational roles, structure and responsibilities;

Provide guidance to ensure the adoption of best practices;

Provide means for the constant review and improvement of policies and

procedures; and

Aid in performance management of the permanent and contract staff of LWMC.

In each case when the policies in this manual are applied to different situations

including employee performance and counseling, action will be determined by

LWMC on the basis of the particular facts or circumstances. Human resource issues

which are not directly addressed in this manual should be referred to the Human

Resources Department. The HR Manual should be read in conjunction with the

relevant labour laws.

1.4 TERMS USED IN THE MANUAL

Terms Description

Administrative Staff

Persons engaged in general administration, supervision of specific major functions, like procurement, finance and HR

Attendance Evidence of persons present on duty

Budgeting A forecast of the manpower requirements in the foreseeable future

Casual Leave Means a leave, taken for relaxation or some urgent private business

Casual Position Permanent staff positions and other positions of fixed term

Civil Servant of Federation Persons providing services to Federal Government

Civil Servant of Province Persons providing services to Provincial Government

Compensatory Leave Leave granted in lieu of working during the holidays or working overtime



Terms Description

Conflict Of Interest

A conflict of interest may occur when a person involved in making a decision regarding an appointment has a non-professional interest.

Department Heads

Shall mean any one of the General Managers, Chief financial Officer, Company Secretary, Managers or other in-charges of independent function with whatever designations addressed

Development Developing knowledge, skills, and expertise and attitudes keeping in view the future job roles

Discipline Observance of rules and procedures by employees.

Dismissal Involuntary termination of the employment from LWMC

Education Acquiring knowledge and understanding of related jobs, subjects or advancements.

Equal Opportunity Employer

It means the absence of discrimination, in the workplace, based on race, color, age, gender, national origin, religion, or physical disability.

Equitable

Fair and open to all without bias, whether systematic or unintentional, on the grounds of gender, marital status, race, disability, religious or cultural beliefs, or trade union activity.

Extraordinary Leave Means leaves granted to employee to deal with extraordinary circumstances.

Financial Year

A financial year is a period of twelve months starting from the month of July 01 and ends on June 30 of next calendar year.

Forms

Prescribed formats of LWMC for various purposes including leave, code of conduct and ethics statement for employees and others.

GM (HR&A) General Manager Human Resource & Administration



Terms Description

Grievances

A complaint of one or more employees in respect of salaries, allowances, conditions of work and interpretation of service stipulations covering such areas as overtime, leave, transfer, promotion, seniority, job assignment, and termination of service and includes the grievances of non-employees.

Habitual Absence

Employees absent on ten (10) or more occasions in a year, without approval, shall be considered to be having habitual absence.

Habitual Breach of Law Any violation after 3 verbal warnings of any breach of applicable laws shall be considered as habitual breach of Law.

Habitual Late Employees who are late more than nine times in a quarter, without sanction, shall be considered to be habitual late.

Habitual Negligence After 3 verbal warnings of any breach of LWMC policies, any violation shall be considered as habitual negligence

Health and Safety Proper procedure for employee‟s training, to prevent injuries, work-related illnesses and accidents in the work place

Hours Worked

All time spent by a staff member that is primarily for the benefit of LWMC and that is controlled or directed by LWMC is considered hours worked

HR Department Human Resource department of the LWMC.

Induction

The process by which employees are inducted in their new work unit and environment, including local policies, standards, safe work procedures, administrative procedures, and training in relevant systems.

Layoff

The elimination of jobs, often without regard to employee performance, usually when LWMC is experiencing financial difficulties

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Terms Description

Manpower

The power of human physical strength, power in terms of the workers available to a particular group or required for a particular task.

Maternity Leave Leave to cover a specified period of time during pregnancy and child birth

Medical Certificate A certificate signed by a licensed Physician or Medical Doctor

Misconduct

Includes any of the following acts:

Willful insubordination or disobedience whether alone or in combination with others to any lawful and reasonable order of a superior;

Abusive behavior towards colleagues on the basis of favoritism, bribes and threat rather than performance of the colleagues;

Theft, fraud, or dishonesty in connection with LWMC matters;

Willful damage to or loss of LWMC goods or property;

Taking or giving bribes or any illegal gratification;

Habitual absence without leave or absence without prior approval;

Habitual late attendance;

Habitual breach of any law applicable to the establishment;

Riotous or disorderly behavior during working hours at the establishment or any act subversive of discipline;

Habitual negligence or neglect of work;

Striking work or inciting others to strike work in contravention of the provisions of any law, or rule having the force of law;

Taking part or suspected of being engaged in subversive activities or reasonably suspected of being



Terms Description

associated with others engaged in subversive activities;

Collection or canvassing for personal benefits for the collection of any moneys within LWMC premises;

Gambling within LWMC premises;

Leaving work without permission, disappearing from seat or place of work without permission and loitering during the duty hours;

Sleeping on duty;

Conviction in any Court of Law for any criminal offence involving moral turpitude;

Giving false information regarding name, age, father's name, qualifications or previous service or anything relating to service at the time of employment; and

Carrying any fire arms, lethal weapons, or prohibited items within LWMC premises.

Operations Staff Persons who are directly engaged in the operations of LWMC.

Orientation

Means the formal introduction between employee and the employer and familiarization with the organization and job requirements

Performance Evaluation

Performance evaluation is defined as the appraisal of an employee's performance against the performance requirements for the employee's position.

Promotion Means advancement to a higher-level job with increased authority, responsibility and pay within the organization

Recruitment To enroll somebody as an employee, or to take on people as employees.

Resignation Means a voluntary separation from LWMC with notice on the part of the employee

Retirement Means cessation of employment with LWMC on a specified date i.e. on attaining



Terms Description

the age of retirement

Retirement Age Means the age of sixty (60) years.

Salary

Salary means the amount of monthly basic remuneration paid for services rendered by the employee. It also refers to the basic pay, which the staff is entitled to according to salary grade and pay range formulated from time to time and it does not include any fixed or variable allowances, bonus, subsidies or any other benefits in kind.

Salary grid

The salary structure utilizing multiple salary grades. Each salary grade has its own salary range made up of the following a minimum and a maximum level within the grade.

Scheduled Absences Planned absences and other excused absences with or without pay shall be requested and approved in advance.

Selection

It is the methodical placement of individuals into jobs. It refers to the process of identifying the best candidate(s) from a particular field for employment.

Sick Leave Leave taken when an employee is ill and is unavailable for work

Succession Planning

Succession planning is a process ensures that employees are recruited and developed to fill each key role. Through succession planning process, recruit superior employees, develop their knowledge, skills, and abilities, and prepare them for advancement or promotion into ever more challenging roles

Support Staff Persons providing support to the executive or administrative positions.

SWM Employees

Employees of City District Government Lahore providing Solid Waste Management services to LWMC who may be redeployed to LWMC.



Terms Description

Tardiness Being late or a delay in attending office.

Temporary Employees

The employees engaged to work full or part time with the understanding that the employment may be terminated on a specific date or upon completing a specific assignment.

The Code The Code means this code of conduct and ethics developed and implemented by LWMC.

Time Keeping The activity of recording the length of time worked by an employee

Training

The systematic process of developing knowledge, skills, and expertise and attitudes for current job requirements arising from current needs and upcoming developments

Transfer

Means movement of an employee from the position at which he is employed to another position, where he is ordered to take up a post or from one department to another department.

Transparent/Transparency Processes that are clearly defined, easy to understand and are open to scrutiny

Unscheduled Absences

Being absent without intimation. Unplanned absences can be very detrimental to work place efficiency.



2. CUSTODY AND REVISION

2.1 CUSTODY

This manual shall remain in the permanent custody of the following:

Managing Director;

GM (HR&A); and

Chief Financial Officer.

This manual shall remain the property of LWMC; therefore, copies of this must not

be provided to any external party except with the prior approval of the Managing

Director and the GM (HR&A). However, access to this manual shall not be restricted

from such external parties who are entitled to it in accordance with the provisions

of LWMC rules or any law for the time being in force.

2.2 REVISION

The overall responsibility for maintaining and updating this manual resides with the

Board of Directors. Changes in statutes and other conditions and practices may

require periodic modifications of these policies and procedures. However the

fixation or revision in working hours, declaration of holidays and fixation or revision

of mileage allowance per Km for personal conveyance (due to change in fuel

prices) or other such actions, shall not be considered as a revision in the manuals.

These modifications shall be advised by the HR department and approved by the

Managing Director.

Feedback comments, corrections and improvement suggestions on this policy

manual (including any areas that are not sufficiently or well covered) can be

received from those who were informed about the required changes.

The GM (HR&A) shall collect feedback from reviewers on the following template:



Name: _______________________

Designation: __________________

Date:__________________________

Section number Comments & suggested changes

General

Signature: _____________________________________

(N/A if submitted through official email)



3. ROLES AND RESPONSIBILITIES

3.1 RESPONSIBILITIES

The Managing Director and the GM (HR&A) shall have the overall responsibility for

the implementation of this manual.

In case any position given in the manual becomes vacant, authorities associated

with the relevant position shall automatically escalate to the next higher authority

in line; unless a temporary authority has been granted and authorized by the

Managing Director.

3.2 ORGANOGRAM OF HUMAN RESOURCE (HR) DEPARTMENT

Following are the personnel who shall be performing the duties on different

designations:

The complete LWMC Organogram is given in Appendix 26

Asst Manager

Admin

GM (HR&A)

Manager

Administration Manager HR

Asst Manager HR



3.3 KEY POSITIONS AND JOB DESCRIPTIONS

3.3.1 GM (HR&A)

GM (HR&A) is one of the most important key positions which plays pivotal role in an

organization like LWMC. Following are the roles and responsibilities of the GM

(HR&A) in LWMC:

Plan, develop and implement strategy for HR management and development

(including recruitment and selection policy/practices, contracts, discipline,

pay and conditions, performance appraisals, training and development,

succession planning, morale and motivation, counseling, grievance handling

and other issues related to human resource management);

Establish and maintain appropriate systems for measuring necessary aspects

of HR development;

Coordinate the LWMC equal opportunity programs to achieve diversity goals;

Monitor, measure and report on HR issues, opportunities and development

plans and achievements within agreed formats and timescales;

Manage and develop direct reporting staff;

Manage and control his departmental expenditure within agreed budget;

Liaise with other functional/departmental Heads to identify all aspects and

needs of HR development, and to ensure that they are fully informed of

HR objectives, purposes and achievements;

Maintain awareness and knowledge of contemporary HR development theory

and methods and provide suitable interpretation to the Managing Director,

department heads and other employees within LWMC;

Contribute to the evaluation and development of HR strategy and performance in

co-operation with the Managing Director and Board of Directors;



Ensure that activities meet and integrate with LWMC requirements for quality

management, health and safety, legal stipulations;

Oversee compensation programs to ensure regulatory compliance and

competitive salary levels;

Oversee the design and development of compensation strategy and programs;

Oversee the administration of benefit programs to include: health,

retirement, death, disability, and unemployment;

Evaluate and recommend improvements to benefit programs;

Develop and coordinate grievances resolution and mediate workplace

disputes;

Evaluate procedures and technology solutions to improve human resources

data management;

Recommend and maintain an organizational structure and staffing levels to

accomplish LWMC goals and objectives;

Evaluate LWMC culture and provide recommendations on changes for

effective accomplishment of LWMC goals and objectives;

Evaluate and recommend human resource outsourcing opportunities and

identify potential vendors;

Develop and manage annual budgets for the HR department and perform

periodic cost and productivity analyses;

Work with department heads and corporate staff to develop human resource

plans for LWMC;

Establish and implement departmental goals, objectives, policies, and

procedures; and

Other duties as assigned by the Managing Director or the Board of Directors.



3.3.2 Manager HR

Provide support to GM (HR&A)in the recruitment process of the new

employees;

To maintain and develop HR systems and processes to address the effective

management of people in relation to the following in order to maintain

competitive advantage:

Employee Offer Letters;

Staff induction;

Reward and recognition;

Performance management;

Staff retention;

Management development / career development;

Succession planning; and

Competency building / mapping.

Assist GM (HR&A) in the conduct of new employee orientations;

Perform specific research/investigations into operational issues, as

requested;

Prepare the necessary documentation which is necessary for the operation of

HR department;

Provide advice, assistance and follow-up on LWMC policies, procedures, and

documentation;

Other duties as assigned by the GM (HR&A);

Counseling and Guidance to provide support to GM (HR&A) in case of

disciplinary issues;

Be responsible for corporate HR function;



Provide counsel and assistance to employees at all levels in accordance with

LWMC policies and procedures as well as relevant legislations;

To facilitate / support the development of the team members;

To recommend and ensure implementation of strategic directions for

personnel development within LWMC;

Prepare the employment contracts;

Responsible for all human resource activities to include employment,

compensation, labor relations, benefits, and training and development;

To keep the record of all the employees of the LWMC in their personal files;

To assist the GM (HR&A) in preparing the HR plan;

To keep the attendance register of all employees of LWMC;

Responsible for all human resource activities including employment,

compensation, labor relations, benefits, and training and development; and

Prepare and maintain LWMC salary structure, job documentation, job

evaluation systems and complete salary survey questionnaires.

3.3.3 Assistant Manager HR

Preparing necessary documents concerning induction and separation of the

personnel, creating the personal files and making the required legal

notifications on time;

Prepare the salary slips of all employees at the month end;

Maintaining the leave record of the employees in their personal files;

Keeping the records and data regarding wages, overtime, leave permission

and reports;

Preparing various reports required by other departments;



Preparing the attendance check chart concerning the entry and exit hours of

the personnel;

Executing all the correspondences within and out of the company concerning

the department;

Assist Manager HR to prepare the employment contracts;

Maintaining employee files and the HR filing system;

Assisting with the day-to-day efficient operation of the HR office;

Forward the payroll sheets to the accounts department;

Participating in the performance improvement programs;

Other duties as assigned by the Manager HR &GM (HR&A).

3.3.4 Manager Administration

Provide necessary support on administration matters to the GM (HR&A);

Scheduling and organizing meetings and training programs;

Responding to interoffice queries;

Providing support to other departments.

Analysis of the attendance and punctuality record.

Responsible for proper physical management of fixed asset;

Check log books of all company maintained vehicles on regular basis.

Handling repairs and maintenance of the premises, vehicles and other

company assets;

To manage all documentation including registrations, renewals of

registrations, licenses insurance, renewals, cancellations, claims.



To manage and lead the Admin team and ensure that all assigned functions to

each team member are properly performed, executed and delivered within

time frames.

Deal with legal and Police matters and issues pertaining to Public Relations or

Communications including Employment Offers, Contracts, Labor procedures;

Deal with fresh recruited employees needs such as office space, company

issued assets, access cards, etc.

Manage travel and hotel bookings for official visits

Plan and organize the Security System and deal with any special assignments

given by Management from time to time.

Organize and coordinate activities such as awards, annual functions ,

presentations and conferences;

3.3.5 Assistant Manager Administration

Maintaining insurance records related to employees and company assets

Monitoring surveillance system maintaining inventory stocks.

Properly maintaining the files of Admin related records for smooth operations

of department

Designing and maintaining filing systems

Ensure protection and security of files and records

Transfer and disposal of files and records according to retention schedules

and policies

Maintenance of office equipment.



4. RECRUITMENT, SELECTION AND INDUCTION

4.1 RECRUITMENT

LWMC recognizes its staff as being fundamental to its success. A strategic and

professional approach to the recruitment processes will help enable LWMC to

attract and recruit staff with the necessary skills, qualification and attributes to

fulfill its strategic aims, and support LWMC values.

LWMC is committed to ensure that the recruitment and selection of staff is

conducted in a manner that is systematic, efficient and effective, and promotes

equality of opportunity. The hallmark of this policy will be to strictly follow the

merit in order to attract and recruit high caliber staff. .

The salient features of LWMC recruitment policy are:

To ensure that recruitment processes are fit for the intended purposes;

To recruit the best person for each position purely on merit;

To ensure compliance with equal opportunities policy and relevant

employment legislation;

To promote LWMC values; and

To meet LWMC operational requirements and strategic aims.

4.1.1 Responsibility

The recruitment of the employees shall be the responsibility of the Human

Resource department.

a. Head of Department

Every department head within LWMC shall prepare their annual recruitment plan

identifying staffing needs of their respective departments and submit the same to

the GM (HR&A) (as mentioned in the Appendix-1). These will be prepared, as HR

plan, annually by the GM (HR&A) in line with the annual business plan of LWMC.



b. GM (HR&A)

The GM (HR&A) shall be responsible for the preparation of annual recruitment plan

in line with the business plan incorporating the staffing needs of the respective

departments. The GM (HR&A) shall perform the following functions relating to the

recruitment of personnel:

Issuing contracts of employment;

Approval of segregation of duties and selection criteria;

Finalizing the advertisement of positions;

Provision of professional human resource advice;

Recruitment training and development of Human Resource;

Evaluating, monitoring and reporting on the recruitment process; and

Ongoing improvement of the recruitment process.

4.1.2 Search Committee

The Search Committee shall be responsible for identifying, screening, checking

references and streamlining interview process for the candidates. .

4.1.3 Recruitment Procedures

The following procedures shall be followed in the recruitment process:

a. Need Assessment

i. A comprehensive need assessment provides a systematic way to

identify performance gaps, which can then provide substance and

direction for strategic HR department planning, including the

identification of performance improvement initiatives.

ii. Every Head of department shall make regular assessment of their area

of work and relevant workforce. They will inform HR department



about their departmental human resource requirements in a formal

manner by sending their staffing requisition the format provided in

Appendix-1. HR department will meet these departmental

requirements according to the specific policies and procedures

described in this HR manual.

iii. HR Department shall develop recruitment plan which identifies

staffing needs of the representative departments of LWMC, the

desired qualifications and experience, skills and competencies needed

to meet the organizational goals.

iv. Needs within LWM C may be assessed at a high strategic level, a

departmental or functional level, a team or group level, or at the

individual level. Choosing an appropriate level of assessment is critical

to the effectiveness of the analysis.

v. All unanticipated staffing needs shall be identified by the department

heads and reported to the HR department as and when the need

arises.

b. Recruitment Process

i. The recruitment and selection process shall commence after a full

evaluation of the need for the role against the department‟s strategic

plans and budget has been completed by the HR department.

ii. The recruitment will be made taking into account LWMC need for new

ideas and approaches and shall support LWMC commitment to ensure a

diverse workforce,

iii. Recruitment shall form an integral part of the staffing strategy for

LWMC and should take account of the equal opportunities targets, by

incorporating „positive action‟ initiatives into the recruitment and

selection process.

iv. Each Head of department shall intimate the HR department in writing

about the staff requirements to perform the work effectively and



efficiently and to achieve the mission and vision of LWMC. The GM

(HR&A) will evaluate the requisition of the department and start the

process for the recruitment of the required staff.

v. The recruitment process may be initiated by the HR department if any

one or more of the following events have occurred or are due to

occur:

Departure (expiration of contract, resignation, termination,

dismissal or death of the employee);

Termination of contract during or at the end of the probationary

period;

Transfer of a staff member to a different post within LWMC; and

Creation of new posts.

4.1.4 Recruitment Method

a. Preparing the job description and personnel’s specification

GM (HR&A) shall be responsible for preparing job descriptions and personnel‟s

specifications for all vacancies. The respective heads of departments shall be

responsible for approving the job descriptions and personnel‟s specifications of

vacancies.

b. Approval

GM (HR&A) shall send the staffing request, job descriptions and personnel‟s

specifications to the Chief Financial Officer (CFO) for confirmation of budget

(funds) availability. After the confirmation, GM (HR&A) will forward it to the

Managing Director. GM (HR&A) shall initiate the recruitment process after the

approval by the Managing Director.

c. Preparing the advertisement

i. The contents of advertisement shall be consistent with the position

description and personnel specifications. Manager HR may write or



edit advertisements and other support documentation in consultation

with department heads and will ensure that relevant legislative and

LWMC policy is adhered to.

ii. Care should be taken not to include any potentially discriminating

criteria (this also applies to the position description and personnel

specification). Age related terms such as mature, senior or junior

should be avoided. Job advertisements must accurately describe the

position. Deliberately misleading the potential employees can

seriously damage the repute of LWMC.

iii. Advertisements must be guided by LWMC equal opportunity employer

policy. No one should be excluded from consideration for a position for

which he/she is skilled and qualified as a result of inappropriate

processes, rules and attitudes. LWMC is firmly committed to the

principle of non-discrimination.

iv. The possibility of a vacancy being filled on a part-time or job share

basis should be made clear in advertisements where such flexibility is

available.

v. The Job shall be advertised in both English and Urdu language

newspapers and placed on LWMC website.

vi. The advertisement should focus on:

attracting the highly qualified personnel;

elicit a positive response from an appropriate range of people;

Demonstrate that LWMC is an equal opportunity employer.

Designing the advertisement to make optimum utilization of

space and budget

vii. A salary range or an indication of the salary level for a position should

generally be included in advertisements but may be omitted where

genuine flexibility in salary levels is possible.



viii. Where the position advertised is for a limited period, the fixed-term

for which it is available must be specified. Similarly if a position is not

full-time, an indication of the period involved should be included in

the advertisement.

ix. The Job advertisement should include the following at a minimum:

The job title;

The level of the position;

The principal duties and responsibilities of the position;

The skills, qualifications and experience;

The essential and desirable selection criteria (taken from the job

description);

A direction to applicants to address each of the specified criteria

in their job application;

The status of the position (i.e. continuing, fixed term, full-time,

part-time);

The closing date for receipt of applications;

The availability of a specific application pack for the position

with a link to the appropriate website address; any website so

referenced should be checked to ensure it is up to date and

accurate;

Remuneration details; and

Contact information.

Once the advertisement is finalized, the Manager HR shall send electronic

copies of the advertisement to Manager Communication for publication in the

newspapers and the LWMC web site. The draft of the advertisement is given

at Appendix-02



d. Recruitment schedule

Before the recruitment commences, the HR department shall prepare a

recruitment schedule. This will help to ensure that timescales meet both parties'

requirements, are realistic and will enable interview dates to be communicated to

candidates.

Interview and presentation dates, interview selection panel composition and

presentation venue shall be finalized at this stage. This is to ensure an effective

and timely recruitment process. Assistant Manager HR will communicate interview

dates to candidates.

e. Appointment by Invitation

The circumstances under which direct recruitment through invitation may be made are summarized as follows:

An existing staff member may be appointed to a new or different position

where to do so is a necessary part of restructuring or re-organization;

An existing staff member may be redeployed (e.g. to resolve personal

difficulties) in a redundancy situation;

An existing staff member may be transferred to a vacant position as a means

of rotating staff for staff development purposes; and

Other justified exceptional circumstances include:

The need to act quickly to secure a particular person with exceptional

talent and qualification;

The need to appoint for a fixed-term of longer than one year where

specialist skills are required and not available within LWMC; and

Requests to waive advertising procedures to appoint by invitation

require the approval of the Managing Director.



f. Cost of Advertising

Costs vary substantially according to the placement and size of the advertisement.

The cost of external advertising shall be charged to the budget account code

provided in the chart of accounts. Print media costs are based on the number of

columns or size of advertisement in centimeters. Composite advertising helps to

reduce costs. Quotes for advertisements can be obtained by Manager

Communications to assist managerial decision-making provided that final copy is

available at least 2 days prior to the publication deadline.

g. Closing Dates

The closing date of the advertisement must allow sufficient time for applicants to

collect relevant information and submit an application. Longer periods will be

required where advertisements need to be placed in specialist journals that have

long lead times for publication or are published infrequently. The advertisement

should also indicate that only short listed candidates will be contacted.

h. Placement of Advertisements

External advertisements may be placed on appropriate internet sites, newspapers

or journals, depending on the nature of the position and the expected ease or

difficulty of securing an adequate number of candidates. GM (HR&A) will outline

the various options available and determine placement of advertisements.

i. Receipt of Applications

Applications in response to the advertisement shall be received by the HR

department where they shall be held in a secure area until the closing date. Only

short listed candidates shall be acknowledged promptly. This will ensure efficient

co-ordination of the recruitment process and appropriate notification to the short

listed candidates at the conclusion of the short listing process.

4.2. SELECTION PROCESS

LWMC is committed to a systematic approach to selection in order to attract,

select and appoint the best staff through a fair and merit based process. GM



(HR&A) shall be responsible for ensuring compliance with LWMC selection policy

and processes. The objectives of this policy are:

To promote a transparent, flexible and legally compliant selection process for

staff positions that facilitates LWMC endeavors in seeking to attract, select

and appoint staff of the highest caliber;

To respect the core and guiding values of selection process;

To provide a reasonable pool of potential candidates;

To ensure a consistent, fair and merit based approach in accordance with

equal opportunity employer policy and relevant employment legislation; and

To maximize the effectiveness of LWMC recruitment and selection practices.

4.2.1 Accountability

i. The Selection Board comprising of the, GM (HR&A), Chief Financial Officer and

the department head in which the vacancy exist shall be responsible for:

Ensuring the selection process is transparent and equitable;

Managing the interview;

Conveying verbal offer to preferred candidate;

Providing feedback to applicants; and

Providing HR with a record of all stages of the recruitment process,

including the reasons for selecting/rejecting each candidate.

ii. The HR department shall be responsible for the overall recruitment, selection

and induction process and will also perform the following functions:

Making arrangements for the interviews;

Issuing contracts of employment of selected candidates; and

Evaluating, monitoring and reporting of the selection process.



iii. The Manager Communication shall be responsible for arranging publication of

job advertisements on appropriate internet sites (including LWMC site),

newspapers or journals depending on the nature of the position and the

expected ease or difficulty of securing an adequate number of candidates.

4.2.2 Selection Procedures

The following procedure shall be followed to ensure a transparent selection

process.

a. Short listing

After the receipt of applications and passing of the closing date, the applications

shall be scrutinized by the HR department.

The applications should be carefully scrutinized and only those meeting the

minimum criteria should be short listed. Wherever suitably qualified persons are

available there should not be any discrimination on account of their gender/

race/color/religion. A minimum of three (3) applicants shall be short-listed for

interviews for each vacancy.

HR department should ensure that short listing is carried out promptly so that all

short listed candidates can be notified within a week.

b. Short listing candidates against the selection criteria

The HR department shall be responsible for ensuring short listing is carried out by

at least two members of the selection board.

All candidates should be assessed and scored against the selection criteria listed in

the advertisement. A short list of candidates meeting the minimum criteria should

be prepared based on these scores.

I. Preparing for selection tests

The HR department in consultation with the department heads shall decide

whether or not candidates should undergo a test as part of the selection

process.



The HR department shall be responsible for ensuring that the selection test

is relevant to the applicant‟s qualification and job description, is valid and

a fair method of selection.

The HR department shall also be responsible for setting the test,

determining the test date in line with the agreed recruitment schedule,

booking the test venue and making any arrangements required for the

administration of the test.

II. Inviting candidates for interviews

The HR department shall be responsible to formally invite all short listed

candidates for interviews.

III. Interview date and venue

The HR department shall be responsible for setting the interview dates and

ensuring all interview selection board members are available on this date.

Normally this should be done at the planning stage and arrangements

finalized at short listing stage.

All department heads shall ensure that the HR department is given at least

three week's notice in advance to arrange interviews in line with the agreed

schedule.

IV. Interview panel composition

An Interview panel, consisting of at least 3 members, shall be constituted to

conduct the interviews of the short listed candidates. The composition of

the Panel shall be determined on the basis of job position to be

interviewed. The formation of the panel shall be approved by the GM

(HR&A) in the case of staff, and MD in the case of Officers.

All interviews shall be structured. Two rounds of interviews (initial and

second) shall be conducted. The Assistant Manager HR shall arrange

photocopies of the relevant documents like interview evaluation sheet, job

description along with the CV and other credentials submitted by the



candidates to distribute among the members of Interview Panel. Only the

candidates who stand qualified in the initial interview will be called for

second interview.

Call letters will be issued to the short listed candidates for second interview

giving notice of not more than 14 days from the date of the call letters. In

exceptional cases the recommendations of the panel will be accepted by

the GM (HR&A) and no second interview will be conducted in such cases.

Immediately following the final interviews, each panel member shall

independently rank the candidates before any discussion takes place amongst

them. The HR department shall collate the rankings and after mutual

discussion, the panel shall arrive at a consensus on their recommendation for

appointment of candidates on the prescribed number of post(s).

The interview panel shall obtain input regarding candidate‟s current and

expected salary and record it on the Interview Evaluation Sheet (as mentioned

in the Appendix-04). Each Member of the Interview Panel shall fill and sign the

Interview Evaluation Sheet separately in respect of each candidate.

If the panel decides that none of the candidate is found suitable for the job,

this information together with reasons shall be recorded on the Panel

Recommendation Form (as mentioned in the Appendix-05). In this case,

process shall start again through advertisement/ reference or search

through Placement Consultants.

The candidates with the highest rankings shall be given the first preference.

In case the number of recommended candidates exceeds the prescribed

number of posts, the HR department shall maintain a list of Reserve

Candidates comprising of those high ranking candidates who are in excess of

the selected candidates for the prescribed posts and who will be offered

employment in case selected candidate rejects the job offer or leaves

within 90 days after joining. The recommendation of the panel, together

with any other relevant information, for example, salary requirements,

shall be detailed on the Panel Recommendation Form (as mentioned in the

Appendix-05) and sent to the HR department.



V. Changes to interview arrangements

If there are any late changes to the arrangements, with regard to venues or

timing, it is the responsibility of the HR department to inform all those

involved directly.

VI. Interview packs

The HR department will circulate an interview pack to the interview panel

at least a week before the interviews. The pack will include short listed

candidates' application forms, an interview schedule, job description and

personnel specification and related evaluation forms (Appendix-04).

VII. Interview questions

All interview questions must relate to the selection criteria and should be

prepared before the interview.

A preliminary discussion prior to the interviews should be held amongst the

panel members to approve the questions and to allocate broad areas of

questioning to each panel member.

c. Conducting interviews

The head of the interview panel shall ensure that the interviews are conducted

fairly, appropriately and according to schedule.

All the interviews, selection decisions (including the decision not to appoint) made

by the majority of the panel must be recorded for each candidate.

At least the three top candidates shall be recommended to the Selection Board

with an evaluation of the strengths and weaknesses of each candidate with salary

grid.

d. Selection of Candidates

This policy pertains to selection of candidates for all open positions to be filled by

LWMC.



Final selection of candidates for management positions shall be made on merit by a

selection committee. The Committee shall consist of the Managing Director and the

GM (HR&A) whose function shall be to evaluate the recommendations of the

Interview Panel established under this policy and finalize the selection of the

candidates. The standard weightage criterion has been given in the interview

evaluation sheet (Apendix-9).

The selection of candidates for the position of General Manager and above shall be

made by the Board of Directors.

e. Non-appointment

If the interview panel is unable to agree on any candidate following a review of the

evidence obtained during the selection process against the selection criteria for

the post, the panel should refer the issue to the Managing Director.

Following consultation, Managing Director will decide whether:

to re-advertise the vacancy or

if GM (HR&A) should review applications for the vacancy including those

interviewed and meeting the selection criteria but not rejected

f. Successful candidates

The Selection Board shall inform the HR department by email of the outcome of

the interview and also send all the evaluation forms to the HR Department for

record. If there are any reserve candidates this should be clearly indicated, along

with any order of preference and conditions.

g. Offers of employment

The GM (HR&A) shall notify the successful candidate after the approval by the

Selection Board within a week (as mentioned in the Appendix-06).The offer letter,

when accepted, should be followed by an appointment letter (as mentioned in the

Appendix-07).



h. Unsuccessful candidates

Following the completion of selection process, the HR department will notify

unsuccessful candidates in writing of the outcome of their application within a

week. This will normally occur after the successful candidate has accepted the

formal offer of employment. HR department would exercise care in communicating

with reserve candidates.

i. Staff Appointments

Appointments of staff may be made on contract or permanent basis depending

upon the position for which appointment is made. Employment will start from the

date mentioned in offer letter.

Reference Testing

Prior to issue of the offer letter, the HR Department shall send confidential letters

to the references provided by the candidates to check on the integrity and other

related matters of the prospective employee.

4.3. INDUCTION AND ORIENTATION

The Induction and Orientation policy reflects LWMC commitment to ensure that all

employees are properly inducted at their place of assignment and they are

acquainted with LWMC policies and procedures.

Orientation programs assist staff in understanding organization values, culture, and

as a result encourage commitment to the organization. As an ongoing process,

orientation begins during recruitment and selection, and continues as needed

throughout the individual‟s employment. The HR department shall support this

process with an orientation program for new staff members. This shall include the

introduction to the following:

Nature of business operations

Organizational Structure

Core values, vision, mission and goals



Policies and rules including code of conduct and ethics

Job Description which shall be discussed in detail by department head

Helping employees understand their contribution in the organization including

expected behaviors and responsibilities.


It shall be the responsibility of the GM (HR&A) to introduce new staff with

immediate senior and departmental head. In turn the immediate senior shall

introduce the new entrant to their colleagues, and shall apprise the new employee

with regard to the function and procedure of the department. Wherever deemed

necessary, training shall also be imparted before assigning the new employee to

the place of duty.

a. Head of the Department

The head of department shall be responsible for ensuring that staff members are

properly inducted at each stage of the process.

Depending on the nature of the work, the head of the department may streamline

the induction process to make it more appropriate to the needs of the individual

and the organizational unit.

The head of the department shall also be responsible for briefing the staff member

on work expectations, especially probation requirements, helping them settle into

their new job and, in due course, completing their annual performance review.

b. GM (HR&A)

The GM (HR&A) shall be responsible for training the other staff within their

respective areas to help them in discharging their tasks as set out in the procedures

section of this policy.

4.3.2 Procedure

The HR department shall be responsible to introduce fresh employees with

immediate senior and respective department heads. In turn the immediate

senior shall introduce the new entrant to their colleagues, and shall apprise



the new employee with regard to the function and procedure of the

department. Wherever deemed necessary, training shall also be imparted

before assigning the new employee to the place of duty.

The Head of Department shall assign orientation responsibility to an

employee, who shall be a senior peer from the department to welcome the

appointee personally and carry out the orientation process.

Outline the general induction process, explain the relevant activities and

describe what the appointee will be expected to do to meet the

expectations.

Ensure that the appointee's workspace is ready to receive them when they

arrive.

Ensure that the appointee has all the equipment they need to commence the

job assigned.

Assist the new employees to settle into their position, work environment and

begin to interact with the colleagues in connection with the job assigned.

Arrange for the appointee to have a facilitated tour of the relevant work

area, including staff room, kitchen, toilets, photocopiers, printers, reception

area, etc.

Discuss the position purpose, goals, progress and links to other areas/

positions introduction to first tasks and activities.

The review after the completion of the Induction Period is essential and

should cover the following:

Has the induction been beneficial?

What were the strong areas?

What were the weak areas?

How did the Appointee feel about the program?

How it can be improved for next time?



4.4. PROBATION AND CONFIRMATION

i. A good probation process is vital to enable LWMC to provide the appropriate

level of support and learning to new employees. Probation is an extension of

the appointment process offers a period of mutual testing, during which

decisions on continuation of employment beyond the period of probation can

be made. During a period of probation, an employee shall be required to

demonstrate satisfactory performance of the duties and responsibilities

determined for the position.

ii. Probation involves close supervision and monitoring of an employee's

performance during the initial period of employment to establish whether

there is an appropriate match between the person, the job and the work

environment. There are special terms and conditions which apply in the

probationary period and these are outlined in this policy.

iii. Before the end of the probation period specified in the staff contract, a

decision must be made as to whether the staff member should continue in

employment with LWMC. In the event that the staff member cannot meet the

conditions of probation, the employment may be terminated. Alternatively the

period of the probation may be extended.


i. Human Resource department shall be responsible for developing, reviewing and

overseeing the implementation of the policy, procedures, guidelines and

portfolio template for probationary reviews, and establishing a probation review

committee to observe at each probation review and provide advice as needed.

ii. Concerned head of department /immediate supervisor is responsible for

managing the employee during the probationary period, including overseeing

induction, clarifying duties and expectations, setting objectives, assisting with

professional development, providing feedback, formal counseling on

performance and filling probation period completion report.



iii. Immediate supervisor and head of department will review the performance of

the staff to determine whether or not to recommend to the Managing Director

that the person be retained for further contract.

The purpose of the Probation and Confirmation procedures is:

i. To provide the supervisor and employee a period of mutual assessment to

determine whether an appropriate match has been made between the

employee, their appointed position and the work environment through ensuring

that staff employed:

Are skilled, motivated and productive in their position of employment,

Have clear understanding of the probation procedures to be followed.

ii. To assess the capacity of the new employee to perform the job assigned to

them to a satisfactory standard.

iii. To ensure that all new employees receive adequate training in their role and

receive regular feedback on performance and opportunities to improve

performance.

iv. To ensure that the new employees have the requisite performance potential,

are imparted with all the basic trainings, have necessary skills and

competencies for the respective responsibilities and understanding of the work

environment, and to confirm the employment after satisfactory completion of

the probationary period.

v. To provide new employees with timely and relevant benefit information.

vi. To offer the employees a structural and congenial working environment;

vii. To enhance welfare of the employees to a level that provides the best job

satisfaction to the employees.

4.4.2 Probationary Period

Every LWMC employee shall be required to serve a mandatory probationary period

of ninety (90) days. If, during that period, the employee‟s work is unsatisfactory or it



is determined that continued employment is not advisable, the employment will be

terminated. The probationary period may be extended upto another Ninety (90) days

under extenuating circumstances in consultation with the employee‟s immediate

supervisor.

An employee is not eligible to take paid leave, except for established LWMC

holidays, until successful completion of the probationary period. Leave does accrue

during the probationary period.

On successful completion of the probationary period the employee‟s status will

change to regular. Change from probationary status to regular status will be noted

in the employee‟s personal file through an office memorandum from the HR

department.



5. COMPENSATION MANAGEMENT

LWMC maintains a sound compensation management program for its employees

according to the value of their job and to reward individual employee performance

in an equitable manner that fosters motivation and high level of performances.

The objectives of the compensation management policies are to implement a

comprehensive remuneration strategy that commensurate to the employee

expectations; that is competitive in the market; that improves employee

motivation and assist LWMC in attracting and retaining quality staff members and

support staff necessary to meet LWMC organizational goals and foster efficient and

effective performance.

5.1. SALARY MANAGEMENT

In support of LWMC‟s commitment to the principles of equal pay for work of equal

value, all salary offers shall be made within the standard incremental points of the

grade. The administration of salaries aims compensation at an equitable manner,

without any regard to employee race, color, age, sex, religion, marital status or

handicap.

The salary management policies of LWMC are:

To compensate employees according to the value of their job relative to its

sensitivity and importance;

To reward individual employee performance.

To provide an equitable and systematic means of compensating its various

categories of employees in relation to their assigned duties and

responsibilities and, as much as possible, recognize differences in individual

performance levels. Further, it is the policy of LWMC that salary

administration practices and compensation levels shall be competitive with

those in like organizations for comparable job categories.

To attract the best qualified people available to achieve the organization‟s

mission;



To motivate and stimulate employees to achieve a high level of performance.


The department heads shall be responsible for attesting the employee‟s performance of duties and leaves.

The HR department shall be responsible for calculation of the time worked and forwarding payroll to the accounts department.

The Accounts department shall be responsible for payment of salaries to the employees.

5.1.2 Salary Grade

Each employee position shall have a job description and each job description shall

have a grade. For each grade, a salary range shall be established.

The minimum and maximum of all salary scales shall be reviewed and adjusted

annually in accordance with salary policy announced by LWMC from time-to-time.

The Salary shall comprise of Basic Salary 65%, house rent 25% and utilities 10%.

The present salary grid (gross) for the management grade is as follows:

Grades Designations Minimum Maximum

M-1 Managing director 280,000 724,450

M-2 Deputy Managing Director/COO 230,000 595,050

M-3 Senior General Manager 200,000 517,450

M-4 General Manager/CFO 150,000 420,930

M-5 Deputy General manager 120,000 388,100

M-6 Senior Manager 90,000 232,800

M-7 Manager 60,000 155,250

M-8 Deputy Manager 40,000 103,450

M-9 Assistant Manager 20,000 51,750

M-10 Executive 16,000 24,000

M-11 Officer 10,000 20,000



The present salary grid (gross) for the other staff is as follows:

Grades Designations Minimum Maximum

S-10 Assistant Accountant

S-9 Sub Engineer

S-8 Steno Typist

S-7 Loader Operator

S-6

S-5

S-4

S-3

S-2

S-1 Sanitary Jamadar

5.1.3 Salary Increment

Annual salary increment for the staff shall be subject to the performance appraisal

process, which is described in detail in section on Performance Management, of

this manual.

The performance of the employees shall be appraised by the head of the

department. If the performance is satisfactory and up to the standard criteria and

job description then upon the recommendation of the Head of Department and

final approval of the Managing Director, the increment shall be allowed.

5.1.4 Disbursement of salaries

An employee shall receive a salary that is at least equal to the minimum of the

salary scale for the job description.

The normal starting salary at the time of employment shall be the minimum of the

scale for the job description.



An employee may be offered a starting salary higher than the minimum of the

salary scale. Any such offer shall require the prior approval of the Managing

Director and the GM (HR&A) in consultation with the Chief Financial Officer.

All employees shall be paid on a monthly basis on the last working day of each

month through bank transfer.

The Accounts department shall pay salaries to employees after deduction of any

advance, contribution by the employee to any funds, income tax (where

applicable), and any other deductions.

5.1.5 Salary Advances from Current Month’s Pay

The following procedure shall be followed in relation to salary advances for staff:

The Chief Financial Officer shall review the request filed by an employee

for an advance on current month‟s pay.

The amount of advance shall be deducted from the current month‟s pay

unless specifically requested approved from the next month.

5.2. REIMBURSEMENT-TRAVELING EXPENSES

The rules and procedures for reimbursement of travel expenses by LWMC are

defined hereunder:

a. Payment

LWMC will reimburse the individual which has paid the traveling expenses, all

necessary and reasonable travel expenses incurred for the business of LWMC.

LWMC will not pay expenses that have been or will be paid or reimbursed by an

outside source.

The reimbursement requests of employees shall be approved by department

head.

Travel reimbursement requests of Senior Officers will be reviewed and

approved by the Managing Director.



If employees use their own conveyance for traveling on LWMC approved

business, the reimbursement will be on mileage basis and the rate for

reimbursement for mileage expenses will be set by the GM (HR&A) in

consultation with the CFO according to their category classification.

Category Classification Scales Division

1st Category M-1 to M-3

2nd Category M-4 to M-6

3rd Category M-7 to M-9

4th Category S-7 to S-10



b. Allowable Travel Expenses

The travel expenses shall be allowed on actual basis and will include:

Travel cost or mileage (if using a personal conveyance)

Room rent

Official telephone call

Food or Daily Allowance

Other applicable taxes

Expenses which are categorized under luxury facility i.e. room service, food bar

expenses, etc will not be reimbursed.

Any item not specifically addressed above in this policy is not allowed as a LWMC

travel expense.

LWMC at its own discretion may allow the daily allowance to the staff in which case

the reimbursements for food and other expenses shall not be made.



Category Journey:By Air Journey: By Rail

Journey :By Road

1st Category Economy Class

Ticket Not Applicable Official vehicle.

2nd Category Economy Class

Ticket Not Applicable

Official vehicle. In case personal car is being used mileage allowance up to Rs. 10 per Km or reimbursement on production of actual bill whichever is less

3rd Category Economy Class

Ticket Not Applicable

Official vehicle (on prior approval) Public Ac Coaches , personal vehicle (on prior approval) reimbursement on production of bill or Rs 10 per km whichever is less

4th Category

If deemed necessary by the higher authority

Economy Class

Public transportation for which actual reimbursement will be made on production of bills

5th Category


Economy Class


6th Category


Economy Class


c. Local Conveyance Allowance

Category Conveyance Allowance:

By Car Conveyance Allowance:

By Motorcycle

1st Category

Official vehicle. In case personal car is being used mileage allowance Rs. 10 per Km or reimbursement on production of actual bill

N/A



Category Conveyance Allowance:

By Car Conveyance Allowance:

By Motorcycle

whichever is less

2nd Category

Official vehicle. In case personal car is being used mileage allowance Rs. 10 per Km or reimbursement on production of actual bill whichever is less

N/A

3rd Category

Official vehicle. In case personal car is being used mileage allowance up to Rs. 10 per Km or reimbursement on production of actual bill whichever is less

personal Motorcycle (on prior approval) reimbursement on production of bill or Rs 4 per km whichever is less

4th Category



5th Category



6th Category



d. Advance for travel expenses

Employees may take the advance amount to meet travel expenses up to 90%

of the estimated amount.

No new advance will be provided to a staff member who has not cleared a

previous advance by submitting an adjusting voucher setting out the details

of expenditure. On such occasions where the approving authority is satisfied

that employee would be unduly inconvenienced by, further advances may be

allowed.

Advances will not normally be paid more than one week before departure.



e. Air Travel (Domestic)

Employees after the permission of the Managing Director will be allowed to

travel by air for the official LWMC duties.

Employees are allowed to travel by air in the economy class.

f. Air Travel (Foreign)

Employee will be allowed to travel by air for foreign official visit.

Employees are allowed to travel by air in the economy class.

g. Daily Allowance (Local)

Classification Ordinary

1st Category 2000/-

2nd Category 1000/-

3rd Category 800/-

4th Category 500/-

5th Category 220/-

6th Category 200/

h. Daily Allowance (foreign)

Classification Ordinary

1st Category US $100

2nd Category US $ 75

3rd Category US $ 75

i. Room Rent

Hotel accommodation charges in the following cases mean actual room rent charges

plus mandatory taxes like bed tax, GST, etc. Charges like mini bar, laundry,

telephone etc will be borne by the employee. Any other charges related to the



official visit can be reimbursed on production of actual bills provided these

services/goods have contributed directly in the efficiency of the official assignment.

Classification Accommodation

1st Category Five star hotels

2nd Category Four star hotels

3rd Category Four star hotels

4th Category Three star hotels



5.3. REIMBURSEMENT – FUEL COSTS

The policy and procedures for reimbursement of fuel costs to all regular

management employees of LWMC as per their entitlements are defined in this

section. The terms and conditions for reimbursement are subject to change from

time to time at the sole discretion of the Company.

Monthly Usage Limits

The monthly limits of fuel consumption by the following grades of employees shall

be:

Designation/Grade Liters/Month

M-1 As per actual

M-2 As per actual

M-3–4 300

The monthly consumption of fuel shall be calculated and compared on the

basis of aggregate annual consumption of fuel by an employee.GM (HR&A)

shall review actual consumption versus annual consumption limit of an

employee on a monthly basis and shall inform the employee when the annual

limit is exceeded.



If during a year claim of an employee exceeds the annual limit due to genuine

business reasons like business trips, etc. the employee shall obtain approval

from his concerned General Manager or the MD as the case may be, either in

the particular month or at the yearend in case the monthly claim exceeds the

total annual limit at the end of the year.

a. Claim and Reimbursement Process

Employees incurring expenditure shall submit claim on the Standard Expense

Claim Form to the Finance Department along with actual receipts.

5.4. ALLOCATION AND USE OF COMPANY PROVIDED MOBILE PHONES


The GM (HR and Admin) and concerned department head shall be responsible for

authorizing the mobile phone allocation.

a. Entitlement

Employees shall be provided with the Mobile Phones for business purposes, in

accordance with the LWMC‟s decision and the nature of employee‟s job. Generally

the mobile phones shall be provided to General Managers, Senior Managers and other

employees with the approval of their Department Heads Monthly Usage Limits

Following limits on the phone usage and phone specifications shall apply:

Designation International

Roaming Facility Monthly

Limit Usage

Telephone Set

Managing Director Yes Unlimited Personal & Business

Executive

General Managers Yes 5,000 Personal & Business

Executive

Senior Managers Yes 3,500 Personal & Business

Standard

Managers Yes 2,000 Personal & Business

Standard

Lower Staff No 1,000 Personal & Business

Standard

Pool Use No Unlimited Business Economy



If during the year the official mobile usage exceeds the annual limit due to

genuine business reason such as foreign calls etc, the employee shall obtain

approval for excess usage from the concerned Department Head.

The Officers who are entitled to the LWMC allocated Mobile Phones and also

have their own personal Mobile sets or numbers shall continue to use their

personal mobile phones for LWMC business can claim official calls from the

LWMC with the approval of concerned Department Head.

The Company shall allocate six (6) Mobile phones for Pool use which shall be

allocated to any employee for company business.

The Pool mobile phones shall be available with the Manager Administration and

can be obtained on submission of requisition with appropriate prior notice.

All users are expected to take care of mobile phones for any damage, misuse,

loss or theft.

b. Responsibilities of Users of Mobile Phone

In case the mobile phone set is stolen, misplaced or lost, the report of the

same shall immediately be made to the cellular company for the blockage of

SIM under intimation to Manager Administration. The Company shall lodge a

claim with the insurance Company if its risk is covered under an insurance

policy. If the employee is found responsible, the price of the mobile phone

shall be recovered from him/ her.

The Company has the right to impose any further penalties in case of a gross

negligence.

5.5. ATTENDANCE

Dependable and prompt attendance is an essential requirement for every staff

position at LWMC. The efficiency of the entire work group is impaired if all

individuals are not present when expected. Planned absences such as vacations

should be scheduled in advance. Unscheduled absences and tardiness are particularly

disruptive and must be kept to an absolute minimum. It is the policy of LWMC to



keep proper record of attendance of the employees and the employees are required

to follow this policy as LWMC places high importance to punctuality and discipline.


The department head shall be responsible for observing daily attendance and

timing of employees under his/her jurisdiction.

HR department shall be responsible for keeping the time records,

implementation of timekeeping and attendance policy and to monitor

violations.

5.5.2 Marking attendance

i. Manual attendance

Every employee must mark attendance in the particular attendance

register placed at the department or place of work. The HR department

shall be responsible for safe custody of attendance register.

ii. Electronic attendance

Every employee shall go through the electronic equipment installed at

designated points. The database of the attendance shall be stored in the

HR department.

5.5.3 Attendance and Punctuality

Every employee shall ensure punctuality and be available at the place of duty.

However, depending on the requirement and nature of job the HR department may

devise a system of attendance for the field staff.

5.5.4 Office Timings

Monday to Friday 0900 hrs to 1700 hrs with 45 minutes lunch break.

Lunch Break on Friday will be 90 minutes.

Saturday 0900 hrs to 1400 hrs without break.

Sunday Office shall be closed on Sundays.



5.5.5 Operational Staff Timing

Operational staff timing will be according to the schedule prepared by Operations

Department.

5.5.6 Attendance Policies

Every employee shall be required to record his/her attendance on a daily basis

irrespective of the designation and department. The employees are required to record

their Time-In and Time-Out. HR Department will monitor discrepancies, if any.

Daily attendance shall be governed by the following policies:

A tolerance level of + 15 minutes shall be exercised with respect to the

scheduled timings [Starting Time+15 min].

If an employee is late, he/she shall present a written explanation to HR

department approved by his/her supervisor on the same day before 1 pm or

very next day incase of supervisor is on leave.

If an employee is late by more than 15 minutes for 3 days at random in a

week, he/she shall give a written explanation to his/her department head. If

the explanation is not found to be satisfactory, one day‟s salary shall be

deducted from his/her pay at the end of the month.

If an employee is late by more than 15 minutes for 7 days consecutively or at

random in a month, he/she shall give a written explanation to the

department head. If the explanation is not found to be satisfactory, one day‟s

salary for every three days of coming late shall be deducted from his or her

salary at the end of the month.

Any absence from duty must have prior approval from the department head.

It will be the responsibility of the employee to obtain the prior approval.

Any unauthorized absence from duty shall be recorded and investigated by

the department head. Where no satisfactory reason is established, the matter

shall be forwarded to GM (HR&A).



Employees are required to plan their work and time allocation to finish their

work within office timings.

The field staff shall report for duty at their respective locations according to

the time schedules.

5.5.7 Break during Working hours

Any employee seeking absence from the normal workplace during normal working

hours must obtain prior written authority using the Performa at Appendix - 14.

5.5.8 Publication of Holidays and Weekly Off Days

Festivals, National and other Gazetted Holidays and Weekly Off days under the

provisions of the labor laws and LWMC policies, shall be displayed, in English and

Urdu, on the Notice Board of LWMC, in July each year.

5.5.9 Overtime

Employees falling within grades S 1-5 only shall be eligible for overtime pay for the

time worked in excess of fifty working hours per week. Time off on personal time,

holidays, or any leave of absence shall not be considered hours worked when

calculating overtime.

Overtime work shall be approved by the Departmental Head prior to being

performed. No employee shall receive credit for overtime hours worked without

the consent of his/her supervisor.

The Departmental/Sectional Head's signature, as the case may, on a timesheet

shall authorize compensation for overtime hours worked.

Employees shall not refuse to work overtime at any time and on any day to meet

exigencies of service.

Compensation for overtime worked shall be in the form of one day off for every 8

hrs of accumulated overtime on the days specified by the management when the

work load is relatively less. In case the management is unable to provide the day

off, overtime shall be paid to the employee at the rate of twice of the daily rate.



5.6. LEAVE MANAGEMENT

This section sets out the procedures for granting various types of leaves that an

employee is entitled to. LWMC encourages its employees to take break from work

as this provides for a healthy and efficient work force.

5.6.1 Annual Leave

Annual leave is an important part of work life balance; equally the good

management of annual leave by the individual is essential to health and safety of

employee and LWMC.

The annual leave for employees shall be earned, used, and dispensed as set forth in

accordance with this policy and procedures.

Entitlement of annual leave applies to all regular employees of LWMC. The

employees under probation are not entitled for sick and causal leaves. Contractual

staff and daily wagers shall be allowed leave as per their individual agreements.

All department head shall encourage and plan that all employees working under

them avail annual leaves. The department heads where applicable shall submit a

tentative annual leave schedule to the HR department.

5.6.1.1 Responsibility

Each departmental head will receive the leave application, and after approval shall

forward it to HR Department.

5.6.1.2 Procedure

a. Notification

Employees shall apply for annual leave on the pre-printed application form as

mentioned in the Appendix-14 and shall submit the application to department head,

who shall forward the request to the HR Department.

b. Grant of Leave

All regular employees are entitled to one and a half day leave for every calendar

month of completed service i.e., eighteen (18) days annual paid leave during a year.



However the Managing Director in case of emergency may require members to

devote at least part of their vacation for some specific work or assignment. In such

cases, the annual leave shall be adjusted accordingly.

c. Benefits during Leave

All leaves will be considered paid leaves up to the extent of total granted leaves

(i.e.18 days).

d. Calculation

All leaves will be calculated on the basis of fiscal year (July 01 through June 30) and

may be carried forward to the maximum of one year (accumulated upto 2 years). For

the purposes of calculation of the leave entitlement, an employee joining before the

15th of the month will be entitled to one and half days leave for that month and the

one joining between 15th and 20th shall be entitled to one day while those joining

after 20th shall not be entitled to any leave.

e. Leave encashment

Subject to the approval of the management the un-availed annual leave may be en-

cashed, after the employee has completed one year of service, or adjusted against

the notice period in cases where the employee has tendered his/her resignation.

5.6.2 Maternity Leave

The female employees shall be granted leave to cover a specified period of time

during pregnancy and child birth.

5.6.2.1 Procedure

a. Notification

Female employees shall apply in advance for this leave on the pre-printed

application as mentioned in the Appendix-14. To the department head, who, shall

forward the request to the HR Department after approval.

b. Grant of Leave

On receipt of formal application, the female employees shall be allowed Sixty (60)

days maternity leave.



Only in exceptional cases, subject to an authentic validated medical certificate from a

practicing medical doctor, leave may be extended for Ninety days (90) days. Thirty

(30) working days of extended leave shall be on half pay. Only the head of department

can grant the extension and confirmation to that effect shall be in writing.

Maternity leaves are not allowed in the period of probation.

c. Benefits during leave

During the maternity leave period, an employee will be granted leave on:

Full Pay: Only twice during an employee‟s entire service;

Half Pay: On third occasion;

Without Pay: On all subsequent occasions.

5.6.3 Casual Leave

Casual leave with full pay may be granted to employees for a maximum of Ten (10)

days in a calendar year subject to certain conditions.

5.6.3.1 Procedures

a. Grant of Leave

All employees shall have TEN (10) working days casual leave per annum. However,

only a maximum of three (3) days casual leave can be taken at any one time.

General conditions relating to casual leave are:

Cannot be combined with other types of leave;

Cannot be accumulated;

If attached to a weekend, the casual leave can be availed only in prefix/suffix

otherwise the days of weekend will be included in the casual leave.

The casual leave requested for in excess of prescribed period shall be treated

as leave without pay.

b. Entitlement

All employees are entitled after probation period to casual leaves.




All applications for casual leaves will be entertained upto available balance in

employees leaves account. The casual leave requested in excess of prescribed period

shall be treated as leave without pay.

d. Calculation

All leaves will be calculated on the basis of fiscal year (July 01 through June 30).



5.6.4 Sick Leave

5.6.4.1 Procedure

a. Notification

All employees are responsible to inform their respective department heads of their

intended or unintended sick leaves. All staff members must apply in writing to their

respective department heads informing of his/her intention to take sick leave and

the tentative commencement date of the sick/medical leave. The application shall

be submitted to departmental head, who will forward it to HR Department after

approval.

b. Grant of Leave

All employees shall be entitled to 12 days sick/medical leave for each year of

service. If an employee requires additional sick/medical leave than he/she has

earned at the time of illness, the employee shall then use his/her available casual

leave balance.

If an employee is absent from the work for three (3) or more than three (3) days,

LWMC will require a medical certificate from a licensed Physician/Medical Doctor

indicating the reason for leave, the need for additional leave and the expected date

of employee‟s return to work.


Sick leave applications with pay will be entertained up to the employee‟s available

balance of sick leave and casual leave. In case sick leave and casual leave balance is

not available then the leave shall be counted as leave without pay.

d. Calculation

All leaves will be calculated on the basis of fiscal year (July 01 through June 30).



5.6.5 Extraordinary Leave

5.6.5.1 Procedure

Extraordinary leave for study abroad or special training is permissible under the following circumstances:

Employee has completed at least three (3) years of service in LWMC.

Can be granted up to maximum period of one (1) year.

These will be without pay and no benefits will accrue to the employee during

this period.

a. Grant of Leave

The employee shall apply for this leave on the pre-printed application as

mentioned in the Appendix-14.

The employee will get the application recommended from his/her head of

department.

The departmental head will forward it to HR Department for the approval of the

GM (HR&A).

b. Study Leave Sponsored by the Company

A staff member sponsored for study I training leave by the company, will be

governed by the specific agreed conditions under the provisions of the course nature

and arrangements with the course institutions with signing of bond agreement.

c. Resignation during Leave without Pay

The staff member, who resigns during leave without pay, will be entitled to benefits

as if he resigned at the commencement of the leave without pay. Any other special

conditions applicable under the 'Bond' if signed by the staff will apply additionally.

Resignation by staff member after up to 6 months after resuming duty after such

leave will be consider as resigning during leave for al accruable financial entitlement

except monthly salaries paid on regular basis.



d. Termination during leave without Pay

The applicant on "Leave without Pay" is supposed to report back on due time, as well

as keep the employer informed about his/her contact. On no return on time, the

services will stand automatically terminated w.e.f. the date of employee's preceding

on leave and the employer will subsequently issue the notification to this effect.

5.6.6 Public Holidays


GM (HR&A) will circulate a list of public holidays to all head of departments and also

place the same on the notice board.

5.6.6.2 List of Public holidays

LWMC observes all public and gazette holidays listed below;

Name of Holiday Date

Eid-ul-Fitr Subject to appearance of moon

Eid-ul-Azha Subject to appearance of moon

Ashoura Subject to appearance of moon

Eid Milad-un-Nabi Subject to appearance of moon

Kashmir Solidarity Day February 05

Pakistan Day March 23

May Day May 01

Independence Day August 14

Iqbal Day November 09

Birthday of Quaid-e-Azam December 25

5.6.7 Hajj Leave

5.6.7.1 Procedure

Employees with minimum three year service shall be eligible for Hajj

pilgrimage leaves.



Employees will apply for the leave on the pre-printed form.

Employee to get the application approved from his/her head of the

department and to forward it to the HR Department.

GM (HR&A) will grant the leave if the employee has not already availed such

leave during his service.

This leave may be granted on the approval of GM (HR&A) subject to maximum

of forty (40) days.

a. Benefits during Leave

An employee may avail forty (40) days of Hajj leaves in entire service period.

5.6.8 Short Leaves

5.6.8.1 Procedure

Employee will apply for the leave on the pre-printed form as mentioned in

the Appendix-14.

Employee will get the application approved from the respective department

head and then forward it to the HR Department.

This leave may be granted on the approval of the head of the department.

If an employee is late for more than fifteen (15) minutes, then he/she will

have to apply for the short leave.

Short leave can only be availed under unavoidable circumstances but for not

more than two (2) hours. If in case employee needs leave for more than two

(2)hours maximum up to three (3) and half hours, it will be considered as a

half day leave.

In case the total number of short leave hours reaches up to eight (8) hours in

a month, one day casual leave shall be reduced from his/her leave balance.

Short leave‟s record shall be maintained by the HR Department.



Short leave benefits are not available during the probation period. However,

the head of the department in consultation with the GM (HR&A), under

certain circumstances, may approve time off (sick, causal and short leaves) at

his/her discretion.

5.6.9 Compensatory Leaves

5.6.9.1 Procedure

a. Notification

All employees shall apply for this leave on the pre-printed application form. This

application should be submitted to each employee‟s departmental head, who then

forwards the request to the HR Department. Application for Compensatory Leave

must be submitted within twelve (12) hours before the commencement of the

leave.

b. Grant of Leave

One day compensatory leave with full pay will be awarded in case the employees

worked for eight (8) hours on a holiday.

5.6.10 Leave Record

Leave record will be maintained centrally by Human Resources Department. The

management has also nominated resource persons who will be responsible for

maintaining and furnishing monthly personnel record to the H.R Department



6. BENEFITS MANAGEMENT

6.1 PROVIDENT FUND

LWMC shall set up provident fund for all its employees, except daily wagers or any

other employees who are on contract for six months or less. The new employees

shall be entitled to this benefit on completion of their probation period. The decision

as to the nature of the trust and the policy and procedures for maintenance of the

Provident Fund Trust shall be developed by GM (HR & A).

6.1.1 Procedure

LWMC and the employee shall contribute to the provident fund at the rate of ten

(10) percent of basic salary, in equal proportion. All provident fund contributions

made by an employee shall remain his/her property.

The contributions made by LWMC on behalf of an employee are subject to following

rules:

The provident fund contribution shall be deducted from the employee‟s pay

and deposited in the provident fund account together with equal contribution

from LWMC.

The contributions made by LWMC shall vest in the provident fund account of an

employee after probation period of continuous employment with LWMC.

If employee leave his/her position with LWMC prior to the conclusion of the one

(1) year vesting period, he/she will only be entitled to receive the

contributions he/she has made to the provident fund account along with

accrued markup .

If an employee takes an unpaid leave of absence during that one (1) year

period, his/her vesting calendar shall pause during the leave of absence and

only restart when he/she returns to full time employment with LWMC.

In case of termination of contract, the employee shall receive his/her provident

fund after obtaining clearance from all departments as part of final settlement.



a. Benefits

Followings are benefits covered under this policy:

At the time of retirement

LWMC employee will receive a lump sum amount from provident fund including:

All of personal contributions,

The contributions made by LWMC, on behalf of employee and

All accumulated income credited to his provident fund account.

In the case of death

The employee‟s nominated beneficiary will receive his/her provident fund proceeds

after:

All LWMC belongings in his/her possession at time of death are returned to

LWMC, and

All personal belongings are removed from LWMC premises.

b. Advances secured by Provident Fund

The following procedure shall apply in this regard:

The staff shall obtain written approval of the department head & GM (HR&A)

before requesting a provident fund secured advance.

If an employee with loan secured by the provident fund leaves LWMC prior to

full payment of this advance, the balance shall be deducted from that

employee‟s provident fund account.

80% of the balance standing to the credit of employee‟s account in the

provident fund may be drawn as advance.

6.2 BONUS

The purpose of bonus policy is to ensure that the recommendations, the approval

and payment of bonuses are applied in a fair and consistent manner in accordance



with the LWMC‟s overall remuneration strategy and structure, and its employment

contracts.

Any Employee who has completed at least 180 days service with LWMC

(Leavers/Joiners) during the year shall be entitled for consideration for bonus.

Unpaid leave is considered as non-active employment period and shall be excluded

for the purpose of bonus calculation.

Bonus shall be paid according to performance of the management employees at the

sole discretion of the Management. Employees dismissed on disciplinary grounds shall

not be entitled to bonus payment.

6.2.1 Procedure

The executive committee shall recommend the general bonus for the permanent

employees.

The MD shall recommend the performance bonus for the management employees.

6.2.2 General Bonus

Award of bonus shall be at the discretion of the Management.

The Executive Committee consisting of the MD, CFO and all the General

Managers shall consider and recommend whether or not a bonus is to be paid to

the employees falling in staff category (grade S-1 to S-XX).Subject to the

recommendations of the Executive Committee, all permanent employees in this

category are entitled for the bonus. The final decision for payment of bonus

rests with the Board of Directors.

The Executive Committee may also recommend special onetime bonus for a

particular category of staff on various occasions or special engagements. This

type of bonus shall be approved by the Board of Directors.

6.2.3 Performance Bonus

Performance bonus shall be based on the individual performance of executives

and management employees as may be assessed in section 9.4 - Performance

Management.



The MD shall recommend the amount of performance bonus in consultation

with the GM (HR&A) and the CFO.

For all management employees, the performance bonus may be determined on

the following basis:

Management employees with exceptional performance.

Management employees exceeding expectations,

Management employees meeting expectations

6.3 POOL CAR USE POLICY

This policy provides for the mechanism to regulate the use of pool transport

facility at LWMC for business use, non-business use and for streamlining

requests involving LWMC Transport and other arrangements.

This policy shall cover all company transport matters including provisions

related to vehicles provided to officers for their personal use and all LWMC

staff for business or private use.


i. The Manager Administration shall be responsible for ensuring proper

implementation of and compliance with this policy.

ii. The Departmental Managers shall be responsible for forwarding the

requests after scrutiny to ensure that the requests are justified and

are in accordance with the policy.

iii. The Administration Section shall be responsible for day to day matters

relating to transport operations.

iv. Requisitions for transport for official business journeys by officers or

staff that have not been provided with the official vehicles.



6.4.2 Procedures

i. Requisition Form

A requisition shall be introduced which provides comprehensive

information to make proper planning/arrangement of transport and

facilitates both Administration section and the requisitioner. Please

refer to Appendix-23

ii. Business Journeys

All journeys required by LWMC, which involves no personal use

shall be treated as official business. It equally applies to all LWMC

Officers and Staff.

Pool Transport shall be provided to all officers, Staff and LWMC

guests on official business journeys, except to those officers who

have been provided with Company maintained cars. Where a pool

vehicle is not available the Administration Section shall arrange an

alternate vehicle depending on the urgency of the request.

iii. Requesting Transport

The requisition for pool transport shall be submitted to the

Administration Section giving reasonable time prior to start of

journey to enable the Administration Section to arrange a suitable

vehicle for the journey. In case of emergency short notice can be

given with proper justification.

Requisitions for pool transport shall be approved by the Manager

Administration.

In case of emergency, the Transport Officer/Supervisor shall use

his/her judgment to allow the transport depending on the

availability of vehicle/ driver. However, the officer or staff

requesting transport vehicle shall file the requisition explaining

the emergency, which shall be approved as above, as soon as

possible after the journey.



iv. Availability and Use of Transport

a. The Transport department shall make the transport available on

time, at the desired point and properly filled with fuel; tyre

pressure checked and in full road worthy condition for the journey

and the user shall not be made to face any delay or disturbance.

b. Drivers shall be polite, punctual and courteous within the

framework of their duty and shall always obey reasonable

instructions of the user. In turn the users are also advised to use

the transport for the specified purpose only.

c. The Requester shall be ready for journey at the time noted in the

requisition and return the vehicle within the specified time so that

the next requester/journey should not suffer unreasonably.

d. In case there is any problem with the transport e.g. the driver fails

to reach desired meeting point at the requested time with the

vehicle, the requester shall wait for a reasonable time and then

check with security gate in the first instance and then call the

Assistant Manager Administration or the person deputed to look

after the transport arrangements who shall immediately help the

requester.

e. No person other than the approved driver shall be authorised to

drive the pool vehicle particularly where LWMC driver has been

requested and provided by the Administration Section.

f. Drivers shall strictly observe the speed limits, traffic rules and

safe route; users are not expected to instruct the driver to the

contrary.



g. All officers and staff shall strictly use the transport for specific

purpose. Any unauthorised personal use shall result in disciplinary

action against the individual.

h. No direct instructions or phone calls shall be made to

drivers/helpers by the requisitioner. In case of any query/request,

following persons may be contacted:

a) Transport Supervisor

b) Assistant Manager Admin

c) Manager Admin

v. General Rules

a. Officers having been provided with company maintained cars shall

not be allowed to use pool transport in any case for private and

business journeys except in case of entire emergency where an

officer having company maintained car can avail pool car :

1. Pool car will be arranged upon availability in case of entire

emergency where officer‟s car is unavailable or is not able

for journey due to some repair, malfunctioning, etc.

2. The fuel tank of pool car in such cases will be filled by driver

at start of journey and on return the same will be again filled

by the officer availing the facility.

3. In case the facility is availed for drop purpose only the driver

will get the fuel filled and the bill slip will be required to pay

by the officer availing facility. In such case officer will

provide the driver estimated amount.

4. The concerned officer can get this paid amount reimbursed

from his monthly fuel entitlement.

5. All such requisition will be forwarded to Manager

Administration for approval along with details regarding

reason for unavailability of officer‟s car and nature of

emergency.



vi. Maintenance of Log Books

Each pool car shall be provided with a Vehicle Log Book. This shall be

maintained up to date at all times. Each user of the vehicle shall state

the purpose of use, the duration in Kms, the meter reading at the

start and end of the journey and sign at the place provided for this

purpose. (Appendix 24)

The driver of the pool car will ensure that all filling of fuel is recorded

along with the meter reading. Similarly all maintenance carried out on

the vehicle is recorded and that the same is verified by the Admin

department. (Appendix-25).



7. SEPARATION FROM EMPLOYMENT

The section provides the guidelines regarding counseling, performing separation

activities, the recording of separation data and the calculation of final payment.

7.1 SEPARATION PROCEDURES

The employee shall submit his/her resignation letter in writing to the Head of

Department at least 30 days in advance from the date the employee seeks to

be relieved from his professional and contractual obligation, as an employee of

LWMC. The employment of employees on probation can be terminated on three

(3) days notice by either party. Head of the Department shall forward the

resignation to GM (HR&A) for approval.

When an employee is separated from LWMC, it shall be the responsibility of the

HR & Admin Department to document the termination, stop payroll and stop

benefit premium payments.

Full and final settlement shall be affected only when the employee fulfils the

exit formalities, laid down by LWMC. The exit formalities shall be initiated by

the HR & Admin Department within three (3) working days, after the

resignation has been accepted and approved by the Head of the Department

and GM (HR&A).

It will be the responsibility of AM HR to complete all exit clearance before

completion of notice period.

The immediate head will take over all office file, official corresponding with

any party, status of assigned work etc.

The Employee shall return all the Company‟s property to issuing authority, such

as:

a. Identification card (except those of retiring employees);

b. Keys (if any);

c. Library books; and



d. Vehicles

e. Any other Company assets.

Employee shall take clearance from HR & Admin Department regarding all

facilities, such as vehicles, mobile phones etc., provided to him/her.

Full and final settlement or any termination of service or contractual obligation

shall not be affected in case the exit formalities are not fulfilled and no dues

shall be cleared by LWMC.

All amounts due from the employees, such as loans and advances etc, shall be

adjusted against the full and final settlement of the employee.

Final settlement payment is to be made within 15 days from the completion of

notice period.

a. Exit Interview

LWMC shall seek to obtain objective and confidential feedback from the

employees who voluntarily terminate their employment, regarding their

perceptions and satisfaction levels towards their working experience with the

Company and for ascertaining and discussing exact reasons for his/her decision

to leave LWMC.

The employees who are leaving shall be invited for an interview before final

settlement by the Head of the Department concerned and GM (HR&A).

The Exit Interviews shall be conducted in the following manner:

i. The MD shall conduct interviews of all General Manager and Sr.

Managers.

ii. The GM (HR&A) shall conduct interviews of Managers and Assistant

Managers and below.

Responses recorded in employee separation/exit interviews are confidential

and hence shall not be used in a manner that allows identification of an

individual employee unless the express authority of that individual is obtained.



Employee participation in separation interviews shall be voluntary.

Based on data collected, reports shall be provided to the GM (HR&A) on a

quarterly basis, with annual reporting of major trends to the MD.

The head of Concerned Department shall intimate the need for the induction of

new employee or adjustment of internal employee for the vacant position to

the HR & Admin Department.

7.2 MODES OF SEPARATION

7.2.1 Death


The GM (HR&A) shall be responsible for the communication, administration and

interpretation of the policy and shall also be responsible for assisting

departments in the event of employee‟s death.

The department head shall inform the HR Department upon first hearing of the

death of an employee. The legal heirs of deceased employees should be asked

to approach HR Department regarding furnishing the proper documents (like

Death Certificate and decree of the court ) for insurance claims and for release

of final pay checks.

The head of department and the Managing Director, in consultation with the

GM (HR&A), shall be responsible to initiate procedures for replacements.

7.2.1.2 Procedure

In the event of the death of an employee:

The HR Department shall be notified immediately about the death of an

employee who will start to process insurance and other benefits claims.

The legal heirs or the beneficiaries, as the case may be, shall be entitled to:

Amounts accrued or owing to but not yet paid to the deceased employee;



Other benefits in accordance with applicable welfare plans and programs of

LWMC.

The employee‟s beneficiaries will receive his/her provident fund proceeds

after:

All LWMC belongings in his/her possession at time of death are returned to

the LWMC, and

All personal belongings are removed from LWMC premises.

A termination paper shall be processed immediately showing last day worked

by the deceased employee.

7.2.2 Retirement

Staff retirement policy defines the criteria and sets out the procedures to be

followed when an employee approaches retirement age. It also defines the process

that will be followed if an employee wishes to make a request to work beyond

his/her normal retirement date.

Under this policy, employees shall apply for retirement Six (6) months prior to the

retirement age or after completion of twenty-five (25) years of service, whichever

is earlier.

7.2.2.1 Procedure

a. Notification

At the beginning of each fiscal year, the Human Resources department will

inform all employees whose normal retirement date falls within that year.

The letter will specify their retirement date and the procedure they shall

follow whether they are planning to retire on their normal retirement date, or

alternatively, the steps to be taken if they wish to request continuation of

employment.



b. Application

The employees shall inform LWMC of their intention to retire within one month

of receipt of notice from the HR Department.

The employees shall submit application for retirement to the head of his/her

department which will be forwarded to the GM (HR&A).

Employee‟s application shall contain the effective date of retirement.

If an employee wants to retire prior to reaching the age of sixty (60) years, the

employee shall contact the HR Department confirming this early retirement

decision six months before the date of early retirement.

Where the application is accepted and approved by the Managing Director, the

GM (HR&A) will intimate such approval to the employee in writing.

The employee will continue to be employed by LWMC under the existing terms

and conditions and with the same rights and benefits as he/she had prior to

reaching their planned retirement age, unless otherwise stated.

c. Retaining of Employee

A recommendation to retain any employee beyond the normal retirement age shall

be firmly grounded in the strategic planning needs of LWMC. If funds are available

and both the parties mutually agree, Employee can be retained by LWMC.

d. Benefits

At the time of Retirement, the employee shall receive a lump sum amount of

provident fund account including all of his/her personal contributions, contributions

made on his/her behalf by LWMC, and his/her share of all accumulated earnings

credited to the provident fund account in the period that individual was employed at

LWMC.



7.2.3 Resignation

7.2.3.1 Procedure

If an employee intends to resign during the year, he/she will have to give at

least thirty (30) days notice.

If service contract is about to expire and it is not intended for renewal, then

the employee is required to submit a notice thirty (30) days prior to the

expiration date of the contract.

The resignation letter or notice given by employee shall specify his/her

effective date of resignation.

The employees written resignation letter will be furnished to the head of

department which will be forwarded to the GM (HR&A).

Exception to Notification

The foregoing resignation notice period shall not apply in case of:

Dismissal from service of an employee.

Suspension without pay.

Employees on daily wages, who shall be governed by the term of their

respective employment contracts.

a. Confirmation of Resignation

When the resignation is accepted and approved, the GM (HR&A) will intimate

the approval to employee in writing.

The employee will continue to be employed by LWMC under the same terms

and conditions and with the same rights and benefits as he/she had prior to

reaching their planned resignation date, unless otherwise stated.



b. Benefits

Upon resignation, LWMC shall pay the retiring employee, the pro-rated salary

for the month in which employee leaves his/her employment.

At the time of resignation, the employee will receive a lump sum distribution

of his/her provident fund including all of his/her personal contributions,

contributions made on his/her behalf by LWMC and his/her share of all

accumulated income credited to the provident fund account in the period that

individual was employed at LWMC.

7.2.4 Dismissal/Termination

Notwithstanding anything contained in the regulations, LWMC may terminate or

dismiss an employee, with or without issuing any notice or payment of salary in lieu

thereof, if:

The employee is found guilty of breach of contract;

There are reasonable grounds or conditions for termination as stated below in

this policy.

7.2.4.1 Procedure

a. Conditions for Termination or Dismissal

LWMC may terminate an employment of the employee if he/she is found guilty of or

there are reasonable and prima facie grounds of assumptions that the employee is

responsible for any of the following:

Committed a criminal offence or an offence of moral turpitude. For the

purposes of these regulations, offence has the same meaning as defined in the

Pakistan Penal Code, 1860.

Intentionally submitted incorrect information about his academic/professional

qualifications and experience.

Taken up second employment after LWMC working hours.



Disclosed any official or confidential information relating to the activities,

operations, financial exigency, and/or affairs of LWMC to any person who is not

entitled to receive such information.

Committed any act or omission outside the scope of the employment contract

which resulted in damage or loss to property, monetary loss and/or damage to

reputation of LWMC.

Gross incompetence where the employee fails to discharge his/her job duties

and responsibilities.

Unprofessional conduct including excessive tardiness, excessive absence, sexual

harassment, or harassment of any other kind.

TIMEKEEPING OFFENCES WORK OUTPUT OFFENCES

NATURE OF OFFENCE FIRST SECOND THIRD FOURTH

Absence from place of work without permission

Verbal Written Final Dismissal

Unauthorized absence from work for more than 3 day without contacting the office

Written Final Dismissal


Refusal to obey a lawful & reasonable work instruction

Final Dismissal

Using company property for a purpose other than intended


Poor quality of work Verbal Written Final Dismissal

SOCIAL OFFENCES DURING WORKING HOURS


Under the influence of alcohol or drugs Dismissal

Threat of assault, assault, fighting Dismissal

Unauthorized possession of weapons Dismissal




Sexual harassment Written Final Dismissal

ATTITUDINAL OFFENCES


Insubordination; disrespect Final Dismissal

Gross negligence Final Dismissal

OTHER OFFENCES


Theft Dismissal

Unauthorized possession of company, client or employee property

Dismissal

Divulgence of confidential information Dismissal

Fraud Dismissal

Supplying incorrect or falsified information

Dismissal

Attempting or causing to bring the company into Disrepute

Dismissal

Failure to follow company policies, procedures and Rules

Final Dismissal

Failing to act in the best interests of the company


Competing with the employer Written Final Dismissal

NOTE: Nothing in this disciplinary code shall affect the employer‟s right to summarily

terminate an employee‟s contract of employment on grounds recognized by law

as sufficient after holding a disciplinary enquiry.



b. Notice

LWMC has discretion that it may or may not issue any notice prior to

termination.

LWMC may issue thirty (30) days notice prior to the effective date of

termination, where the termination is taking place due to economic and

financial position, reorganization or lack of work.

c. Benefits

Normal Termination/dismissal;

If services of an employee are terminated or he/she is dismissed on grounds other

than due to reasons of economic/Financial position, reorganization or lack of work,

LWMC is not obligated to make payment of salary and provident fund in lieu thereof.

Terminations Due to Economic/Financial Position, Reorganization, or Lack of Work

In these situations, employees whose positions are being discontinued will

receive all leave payments accrued as of the date of termination.

Sick leave benefits are intended for use in times of illness and therefore no

payment for unused sick leave will be made on this account at time of

termination.

7.3 LAY OFFS

Organizational and/or financial limitations or changing needs in a department may

result in the discontinuation of positions and the necessity to lay-off employees.

When this happens, the affected employees are given a notice of layoff, or

severance pay in lieu of notice.

7.3.1 Procedure

a. Conditions for Layoff

In case where:

An employee‟s services are no longer required by LWMC due to reorganization,

financial position and downsizing.



LWMC does not have sufficient funds to continue supporting the position.

LWMC has planned to postpone a specific project or session.

b. Notice

LWMC will issue sixty (60) days notice prior to the effective date of layoff.

c. Benefits

In case of layoff, employees will receive following benefits:

Employees whose positions are being discontinued will receive all leave time

accrued as of the date of termination;

The affected employee will receive severance pay in lieu of notice in case of

immediate lay off.



8. HUMAN RESOURCE MANAGEMENT

8.1 MANPOWER BUDGETING

Manpower plans and budgets must be finalized and approved before the start of

next financial year in order to accomplish LWMC goals and objectives in a timely

and efficient manner.


A manpower plan and budget for any given year must be approved by the

Board of Directors.

Manpower requirements are provided by the departmental heads for

preparation of the manpower budget keeping in view the objectives and

future needs.

Annual manpower plans and budgets are required to be submitted to the HR

department by each departmental head by April 1steach year.

As part of the manpower planning process, departmental heads will be

required to send a list of surplus employees.

In case of any clarification, queries can be made to GM (HR&A).

8.1.2 Procedure

To prepare a manpower plan and budget, the following procedure shall be

followed:

Every head of the department shall prepare a budget and specify the number

of vacancies, surplus employees etc. for the financial year within the

specified deadline. This budget will be forwarded to the HR department by

April 1st each year. The department head will consider scope and burden of

work on the existing employees while preparing the budget.

The departmental heads shall forward the budget to the HR department even

if there is no need for additional staff or retrenchment in the existing

strength.



The GM (HR&A) shall receive all the departmental budgets and forward a

summary to the CFO. The CFO shall assess the budgetary requirements in

consultation with the Managing Director and respective departmental heads.

Managing Director with the assistance of finance and planning committee,

shall forward a final list of the manpower requirements, to the Board of

Directors.

The Board of Directors shall approve the proposed or modified summary

manpower plan by April 10th each year.

8.2 CODE OF CONDUCT

LWMC maintains certain policies to guide its employees with respect to standards

of conduct expected in areas where improper activities could damage LWMC

reputation and otherwise result in serious adverse consequences. The purpose of

this policy is to affirm required standards of conduct and practices in a

comprehensive statement.

LWMC has developed a Code of Conduct (the “Code”) to provide guidance to

employees in identifying situations that create or have the potential to create legal

and ethical problems, or the appearances of such, and to provide direction in

handling actual and potential conflicts of interest between personal and

professional relationships.

LWMC shall operate in full compliance with all applicable laws. The conduct of

employees shall conform to the requirements of all applicable laws and policies,

rules and regulations.

The Code requires faithful compliance with all applicable laws, rules and

regulations by employees, even if an employee believes non-compliance does not

present ethical implications.

Compliance with all applicable local and federal laws, rules and regulations shall

not eliminate the need for employees to consider the business conduct and ethics

element in their activities.



It is important to avoid even the appearance of any illegal or unethical behavior.

Employees shall behave in a manner that promotes the trust of other employees,

and public.


The HR department shall be responsible to obtain at the time of hire, and

subsequently in each calendar year, a code of conduct and ethics statement

signed by all the employees indicating their understanding of an agreement

with this code.

The GM (HR&A) shall have overall responsibility for implementation and

updation of the code. He/she shall also be responsible for responding to the

queries, providing clarifications and take appropriate action in case of non-

compliance with the code.

All heads of departments shall be responsible to ensure that employees under

their control operate within the specific terms and conditions of the Code as

well as its intent.

Every employee shall be accountable to LWMC for performance that fulfills

the specific terms and conditions of the Code as well as its intent.

8.2.2 Procedure

Any question regarding whether a specific behavior is covered by the Code shall be

addressed to the GM (HR&A), who shall review the question and clarify the position

to the employee. However the Code provides guidance regarding the following

areas:

Conflict of interest;

Improper personal benefits;

Financial interests in other businesses;

Institutional opportunities;

Outside employment or activities;



Protection and proper use of LWMC Assets;

Full, fair and accurate disclosure of facts;

Workplace harassment;

Weapons, workplace violence, drugs, alcohol and gambling;

Loans and other credit facilities from financial institutions;

Responding to inquiries from the press and others;

Confidentiality;

Compliance with laws and the Code;

Rights created;

Disclosures of interest, affiliation or activity;

Whistle-blower protection; and

Sanction.

a. Conflicts of Interest

A conflict of interest shall occur when personal interests of an employee

interferes, or appear to interfere, in any way, with the interests of LWMC.

Conflicts of interest may also arise when an employee takes action or have

interest, or a member of the employee‟s family have interest, that may make it

difficult for the employee to perform his/her duties objectively and effectively.

When a potential conflict of interest arises, it is important that the employee

should declare his/ her interest, act with great care to avoid such conflict.

If the employee becomes aware of an actual, potential or apparent conflict of

interest, he/she shall bring it to the attention of the Head of Department.

b. Improper personal benefits

An employee shall not solicit or accept, directly or indirectly, any cash or monetary

equivalents, objects of value or preferential treatment from any person or business

that has or is seeking business with LWMC, where doing so may influence or appear

to influence an employee‟s judgment.



c. Financial interests in other businesses

An employee shall not have an interest in any other business if that interest

compromises or appears to compromise an employee‟s loyalty to LWMC.

d. Outside employment or activities

Simultaneous employment with or serving as a consultant to or director or

employee (with or without consideration) of any other entity is strictly prohibited.

e. Protection and Proper use of LWMC Assets

An employee shall be expected to protect LWMC assets and ensure their efficient

use, and is prohibited from engaging in theft, carelessness, or waste. All LWMC

assets should be used for legitimate purposes, but incidental personal use may be

permitted if ancillary to a LWMC purpose. An employee shall also be prohibited

from making any improper use of property such as funds, software, e-mail systems,

voice mail systems, computer networks, vehicles and facilities for personal benefit

or profit.

f. Full, Fair and Accurate Disclosure of facts

LWMC commitment shall be to provide full, fair, accurate and timely

disclosure in the reports, documents and communications filed with the

regulatory authorities. Although certain personnel are more directly involved

in the preparation of such reports, documents and communications than

others; nevertheless, LWMC expects all of its employees to accept this

responsibility.

Accordingly, all employees shall have an ethical responsibility to provide

prompt, complete and accurate information in response to any inquiry related

to preparation of LWMC public disclosure documents and public

communications. In addition and in order to ensure accurate financial

reporting, the personnel who participate in the maintenance and preparation

of LWMC books, records and accounts must ensure that the transactions and

events recorded therein are done so in an accurate and complete manner in

compliance with required accounting principles and LWMC policies.



g. Workplace Harassment

LWMC is an equal opportunity employer and is committed to cultivating a

diverse work environment where individual differences are appreciated and

respected. It is LWMC policy, through responsible management, to recruit,

hire, train, and promote persons regardless of their cast, religion, color, sex

and creed.

An employee shall maintain an environment that is free from harassment and

in which all employees are equally respected. Workplace harassment shall

include, but not be limited to sexual harassment, disparaging comments and

insinuations based on gender, religion, race and ethnicity.

h. Weapons, Workplace Violence, Drugs, Alcohol and Gambling

LWMC staff whether on duty or not, may not possess or use weapons of any

kind, ammunition, gunpowder, fireworks, explosives, and other dangerous

articles and substances in LWMC premises. Individuals employed as contract

security guards may be given authorization to carry, keep and handle pistols,

firearms and ammunition.

Specific classification of employees may be required to utilize dangerous

articles or hazardous material to carry out their job requirements. Each

department is responsible for monitoring the use of dangerous articles or

hazardous materials in its areas.

i. Loans and other Credit Facilities from Financial Institutions

Any loan and/or credit facility obtained on false representations including, but not

limited to, preparing of forged financial statements shall be deemed to be a

violation of the Code.

j. Responding to Inquiries from the Press and Others

Only authorized spokespersons shall speak with the press as LWMC representatives.

Requests for information about LWMC from the media, the press, the financial

community, or the public shall be referred to the Manager Communication.



Requests for information from regulators or the government shall be referred to

the Company Secretary.

k. Confidentiality

The confidential Information shall include all non-public information,

correspondence, documents, papers, records, drawings and data.

The employees shall maintain the confidentiality of information entrusted to

them or which comes to an employee‟s knowledge because of the position

that the employee holds. An employee shall disclose confidential information

if the employee is duly authorized by LWMC or is legally mandated to do so.

Prior to making a disclosure of any confidential information which is legally

mandated, an employee shall be required to consult with the Manager

Administration.

An employee shall not make or keep for personal use, copies of any

confidential information. All confidential information shall be surrendered to

LWMC when a person ceases to be an employee.

This responsibility continues in the case of ex-employees and LWMC shall pursue all

available legal remedies to prevent current and former employees from benefiting

or misusing such confidential information.

l. Compliance with laws and the Code

An employee shall be expected to comply with, both in letter and spirit, all

applicable governmental laws, rules and regulations and the Code, and to

promptly report any actual or suspected violations to the HR Department. No

one shall be subjected to retaliation because of a good faith report of a

suspected violation. If an employee fails to comply with the Code or any

applicable laws, rules or regulations, the employee shall be subject to

disciplinary actions under the rules of LWMC, including termination of

employment.

To avoid inadvertent violations, an employee shall be encouraged to ask

questions to resolve any uncertainty as to whether or not some act or conduct



complies with the Code. To encourage open communication, employees are

advised to discuss the related matters with the GM (HR&A).

m. Rights Created

The Code shall be a statement of certain fundamental principles, policies and

procedures that govern LWMC employees.

n. Disclosures of interest, affiliation or activity

The following procedures shall be established to allow disclosure of any

material interest, affiliation, or activity on the part of any employee that

conflicts with, is likely to conflict with, or may appear to conflict with the

duties of any employee, LWMC , or the Code.

On an annual basis, HR department shall distribute to all staff members, a

questionnaire to elicit disclosures of conflict or possible conflicts.Human

Resources department shall distribute to each newly hired employee, at

the time of employment, a questionnaire to elicit disclosure of conflicts

or possible conflicts.Any employee who, in the course of year, becomes

aware of a potential conflict shall immediately contact the GM (HR&A) to

obtain and complete a questionnaire.All completed questionnaires shall be

returned to the GM (HR&A), who shall prepare a report for determination of

any act that indicates a possible conflict.All information reported by

questionnaire shall be treated as confidential, except to the extent

necessary for the protection of LWMC interest or as required by any

applicable law.Employees not subject to the disclosure procedures, as

represented by completion of questionnaire, shall not be excluded from

the Code.On the annual basis, HR department shall distribute to every

employee, the Code and a memo stating that the Code was previously

signed by the employee and is still in full force and effect.HR department

shall obtain a signed code from each new hired employee at the time of

employment.



o. Sanction

Any breach of LWMC code or requirement of this policy and procedure shall expose

the employee to disciplinary action, including termination of employment.

p. Integrity

Integrity on the job means;

Treating staff fairly.

Comply with all laws, regulations, rules, and policies that govern the conduct

of LWMC business, wherever that business is transacted.

Ensure that all transactions are handled honestly and recorded accurately.

Avoid conflicts of interest, both real and perceived.

Not to use LWMC assets, information, or relationships for personal gain.

Refrain from any acts of retribution or retaliation against an employee who

has properly reported a business conduct issue or question.

Respect the rights of all employees to fair treatment and equal opportunity,

free from harassment.

Conduct all business dealings with honesty and fairness.

8.3 TRAINING AND DEVELOPMENT

LWMC encourages and supports efforts by employees to develop their capabilities

and advance their careers in the overall context of meeting the goals and

objectives of LWMC. Activities designed to support such staff development are

contained in the various collective agreements or in training and development

policy and include employee orientation programs, internal promotional

opportunities, performance reviews and departmental training and development.

Staff will receive training and development to help them perform their duties

effectively. Where new or additional duties require the development of further

skills, staff should expect to be given training in those skills.



These benefits of training include:

Higher standards of work performance

Greater understanding and appreciation of factors affecting work

performance

Sharing of ideas and dissemination of good practice

Effective management and implementation of change

Encouragement of team spirit

Increased motivation and job satisfaction for the individual

Greater understanding of LWMC business.

8.3.1 Procedure

a. Planning the Training

Every year, performance objectives are set; the GM (HR&A) shall initiate the

training planning process.

The HR Department shall carry out April ever year Training Need Assessment

(TNA) for the employees, either internally or through consultants and identify

areas in which the training courses will be conducted.

For this purpose, a skill matrix shall be prepared by every departmental head

for his department. The following ranking will be used against each course to

indicate the competency level of the individual in that course.

Beginner

Intermediate

Suitably trained

Expert



The HR Department shall obtain input regarding training needs of the

employees from their respective department heads who will ensure that

following factors have been considered while outlining the training

requirements:

Changes in the job responsibilities

Areas for improvement of the employee

Introduction to new skill

Introduction of new technology

While conducting training need assessment, GM (HR&A) will indicate the

training courses that can appropriately be carried out internally.

b. Planning the Development Activities

On the basis of TNA, GM (HR&A) shall prepare a one year training calendar

using TNA Form (as mentioned in Appendix -15).

Along with the calendar, budgeted costs shall also be estimated and

presented for budgetary approval to CFO and Managing Director.

Each proposed training event calendar will contain at minimum following

elements:

Brief description of course;

Expected attendee department;

Management or staff level

Number of persons attending the course;

Being conducted in house or off-site

Proposed dates

Expected completion date

The calendar shall also contain a summary of the plan giving brief description

of number of training courses, number of employees to be trained, number of

staff training days etc.



Final approved copy will be distributed among the departments.

The GM (HR&A) may make amendments in the training calendar by

rescheduling or adding training events (as identified by himself or requested

by employees).

The GM (HR&A) will decide about the venue of the training courses.

c. Delivery of Training

The training will be provided using two main methods.

i. In-house Training

In house training shall be provided for those areas for which sufficient

knowledge base exists within LWMC.

ii. External Training

External training may be imparted to the employees through various training

institutions. Departmental heads will send the training request to GM (HR&A)

who will obtain its approval from the Managing Director. Upon approval, all

arrangements for the training will be carried out by the Manager

Administration.

After completion of the course, the trainee will submit a copy of the training

certificate and his/her feedback on the training evaluation form to the GM

(HR&A). The copy certificate shall be filed in the employee‟s personal file.

The head of the department who referred the employee for the training shall

evaluate on the performance of the employees and give the feedback to GM

(HR&A).

d. Evaluation of Training Effectiveness

At the end of each training event, the GM (HR&A) shall obtain feedback from

employees attending the event and document the evaluation of training

effectiveness for future reference.



The effectiveness of training may be evaluated through following methods:

Evaluation of trainer and training program will be done through Training

Evaluation Form, which will be filled by the trainees at the end of the

training programs. The evaluation Forms will be passed on to GM (HR&A) who

may review the performance of training programs.

The trainer will evaluate the trainees through tests, discussion or exams

during or at the end of training program. These evaluation results, where

practical, will be maintained by the GM (HR&A).

e. Development Counseling

Every department head is encouraged to assist employees with their

development. This can be accomplished through the annual appraisal process

and as part of the ongoing communication between head of the department

and the employees.

The HR department will assist in this process whenever requested by the

employee or the head of the department.

HR department will maintain current files and sources of available job-

related courses.

8.4 PERFORMANCE MANAGEMENT

LWMC will conduct performance evaluations of all personnel using established

procedures. The annual performance appraisal of each employee shall:

i. Determine the strengths and weaknesses of the employees;

ii. Enhance the organizational and individual performance;

iii. Provide the enhanced career opportunities for staff;

iv. Provide clarity of expectations regarding duties, and the identification of

individual objectives within the context of the departmental objectives;

v. Regularly review and identify staff development and training needs;



vi. Identify organizational and operational changes which might be necessary to

enable individuals enhance their performance and enable the departments and

sections to enhance their efficiency and effectiveness;

vii. Ensure the provision of constructive feedback about performance;

viii. Encourage dialogue between staff members and their supervisors, to enhance

the professional development of all staff in achieving LWMC goals;

ix. Ensure that job performance and accomplishment information is recorded in

employees personal file, and;

x. Provide basis for decisions on compensation level.

8.4.1 Procedure

The employee‟s performance appraisal shall be conducted once a year by the

immediate supervisor through the pre-designed Evaluation Form.

Appraisal process will be performed on different criteria including

punctuality, efficiency and effectiveness.

On completion of appraisal by the supervisor, it will be discussed with the

concerned employee and signed by the reviewer(s) and the employee.

The employee‟s signature only indicates that the performance appraisal has

been discussed with him/her, not necessarily indicating his/her agreement

with the assessment of performance.

Completed Appraisal Forms will be forwarded to the Appraisal standard

committee consisting of the concerned Departmental Head, GM (HR&A) and

Chief Financial Officer.

Committee will forward its recommendations to the Managing Director.

Managing Director is the final authority to take the decision on the

performance appraisal.



The performance Appraisal Form shall be a confidential document and will

become part of the employee‟s personal records.

8.5 CAREER AND SUCCESSION PLANNING

LWMC recognizes the importance of creating and maintaining an effective career and

succession planning program focused on timely replacement of talent within the key

positions. LWMC is an equal opportunity employer and encourages career growth in

keeping with applicable provincial and federal legislation.


The GM (HR&A) will be responsible for monitoring annual exercise of

succession planning, ensuring that it takes place as per the policy and

evaluating whether it meets its desired objectives.

The GM (HR&A) shall also be responsible for collection of details of succession

plans from the head of departments and incorporate that into computerized

succession plan of LWMC. The responsibility also includes updating of personal

files of the employees in this context.

The Head of department shall be responsible to create, present and review

succession plans of their respective departments on annual basis.

8.5.2 Procedure

The succession planning program will be carried out as under:

a. Individual plan

The GM (HR&A) shall prepare the individual plan templates and get the same

approved from the Managing Director.

b. Management Co-ordination Meeting

The heads of departments will attend a meeting coordinated by the GM (HR&A) and

chaired by the Managing Director.



The Managing Director will emphasize the importance of succession planning,

give insights from the “business plan” and review the previous year‟s results.

The GM (HR&A) will distribute templates of Departmental Succession Plans to

the head of departments and establish due dates for their completion and

return. It will be ensured that all the duly filled plans are submitted within

the pre-determined time. The templates will be discussed and after the

meeting, computer copy of the templates will be emailed to the head of

departments to facilitate completion.

All heads of departments will be given opportunity to express their views on

any related matter requiring immediate action.

c. Procedure for Head of Departments

Each head of department will review the updated development of each employee

and on its basis will prepare a plan for his/her respective functional area.

The head of departments will be required to consider following details:

Identify key positions in respective functional area;

Document the expected time after which the position shall become vacant;

Identify the potential candidates for the positions identified;

Document the time period for which the proposed employee will hold that position;

Further steps required to improve employee‟s skills shall be documented in

each employee‟s Personal file in the Development Plan section.

d. Basis of Succession planning

Succession planning shall be done on following three bases:

i. Contingency

It involves identification of personnel who can cover the position in case of

emergency when the position becomes vacant temporarily or permanently

within a very short period or with no prior anticipation.



ii. Short term

It involves identification of personnel who can take on the responsibilities in

one year time.

iii. Mid - term basis

It involves identification of personnel who can take on the responsibilities in

three years time.

The individuals identified may be from the same or other departments.

In case of contingency, subordinate or peer from other departments can

take responsibilities on short term basis.

The Succession Plans will contain the following:

A follow-up review of existing departmental succession plan.

Key positions identified and incumbents targeted for succession

planning. This will include an analysis of planned retirements,

predictable turnover, etc.

After identifying the key positions, the head of departments shall

document replacements for the contingency, short term and mid-term

basis, based on the personal files of the respective employees.

Completion of Individual Plans and Submission

Individual plans once completed shall be reviewed and authorized by the

concerned head of departments.

The departmental plans will be completed and returned to the GM

(HR&A) for final compilation.

If needed, a follow-up meeting will be held for final discussion.

Finalization of Process

GM (HR&A) will summarize the individual plans and compile in the form

of succession plan summary.



GM (HR&A) will review the results of individual position plans and

succession plan summary, prepared on the basis of individual plans

collected from the head of departments, to pinpoint areas of the

organization in which predictable turnover, resulting from retirements

or other changes, will lead to special needs for required talent.

Final approval of the succession plan shall be granted by the Board of

Directors upon the recommendation of the Managing Director.

Final Approval Process Report and Subsequent Actions

By the end of April the GM (HR&A) will present the summary of

succession planning to the Managing Director.

GM (HR&A) will periodically monitor and review progress in developing

identified successors.

The database will be accessed to identify possible successors in the

organization on the need basis.

The succession planning process shall be linked to LWMC Executive

Committee planning process and to its operational planning.

Succession planning shall be closely related to the employee

performance evaluation, and shall be recorded in the Personal file of

each employee.

Every second year, the HR department will prepare a report on

demographics of work force. This report will evaluate the impact of the

external influences such as trends in market and prevailing conditions in

the comparable institutions. It will also determine how much manpower

has to be arranged from outside due to limitations identified in the

report.



8.6 TRANSFERS AND PROMOTIONS

Transfers, promotions and grade review policies are applicable to all employees

and specific procedures are laid down for transfers and promotions. Promotion

policies are aligned to performance management and succession planning policies.


The GM (HR&A) shall be responsible for issuing transfer and promotion orders

and implementation of policy.

The heads of the departments shall be responsible for recommending

transfers and promotions.

The Managing Director shall be responsible for the approval of transfer or

promotion of staff.

8.6.2 Procedure

Following procedures would be followed for transfers and promotions:

a. Transfers

An employee may be transferred from one department to another or from one

place to another or from one post to another or from one shift to another:

In the interest of work, or

On request of the individual employee, if it is suitable.

In some cases employee will be moved from one job to another to gain

experience and new skills in alignment with succession planning. This will be

at the discretion of the top management.

In case of transfers, salary structures shall be reviewed as per Salary Policy.

b. Promotions

Vacancies and positions are identified by the head of department in

alignment with succession planning. For each position identified there must

be work to be done at the appropriate level which cannot be met by existing



employees. A case will be prepared for each vacancy for submission to the

GM (HR&A) and approval by the Managing Director.

In case where suitable candidate is available within the organization, the

vacancies would be advertised internally and employees shall be given

preference.

All employees with the necessary skills and experience will be able to apply

for vacancies

Applications will be evaluated on the basis of following criteria:

Performance appraisal scores

Attendance (excluding Privilege Leave)

Competencies

Education

Leadership skills

Experience

Tests and interviews may be conducted for evaluation of candidates.

Successful candidates will be appointed to the post and will receive the

appropriate benefits as per LWMC Salary Policy.

Employees will be promoted on the basis of academic qualification or specific

length of service in case of available vacancies.

A letter of promotion must contain the terms and condition of new

assignment.

Promoted employees will not be subject to a probation period.

Where employees have some concern about their grading or salary position

they may consult the appropriate authorities as mentioned in LWMC

Grievances Policy as described in section 9.2.



Where the management is convinced that none of the internal candidate

meets the criteria, the vacancies would be filled using external means and

sources as described in section 5.1of this manual.

8.7 DISCIPLINARY POLICIES

LWMC is dedicated to be a fair and reasonable employer and is, therefore,

committed to promote good and transparent employee relations. LWMC is committed

that all its employees should be aware of their obligations with regard to conduct,

including acts of neglect or omission and standards of work performance and of the

likely consequences of failure to meet these obligations. In case of unsatisfactory

conduct and performance, LWMC after investigation will adopt the formal

disciplinary procedure through which the issues can be identified without delay and

appropriate action is taken in a consistent manner.

8.7.1 Procedure

When an offence is alleged to have been committed an appropriate administrative

process will be initiated. If the offence is not proved then the process shall be

closed.

a. Informal Disciplinary Actions

If the offence is neither severe nor repeated by the employee, it shall be

disposed-off through counseling and verbal warning.

b. Formal Disciplinary Actions

For severe offences and in case of false statement, formal disciplinary actions shall

be taken as per following procedure:

A written complaint about the alleged misconduct shall be submitted to the

GM (HR&A).

Written charge sheet, if necessary, of the alleged misconduct shall be served

upon the employee concerned by the head of department.



Charge sheet shall be served with-in a week of the date of the alleged

misconduct or the date the alleged misconduct comes in the notice of the

head of department. Three copies of charge sheet shall be prepared and

distributed as follows:

First copy to the employee concerned.

Second copy to the head of department.

Third copy to the HR department.

No employee shall be punished for any offence unless he/she has been

informed in writing and given an opportunity of explaining the charge or

charges alleged against him/her within one (1) week of issue of charge sheet.

On receipt of an explanation which, in the opinion of the GM (HR&A), is

unsatisfactory, or upon no explanation being received within the stipulated

time, the GM (HR&A) shall decide about the action to be taken. The employee

shall be notified of the decision in writing within three days from the date of

receipt of employee‟s explanation.

If an employee is charged with an offence which is likely to be punished with

dismissal, the GM (HR&A) shall in his discretion hold an inquiry or appoint a

responsible officer for this purpose who shall submit a written report for

decision. The inquiry officers shall be of higher grade than the concerned

employee and should not be connected with the charge forming the subject

of inquiry.

The GM (HR&A) shall suspend the concerned employee for a period of 4 days;

however, this period of suspension can vary according to the intensity of the

alleged misconduct. However, total period of suspension shall not exceed four

weeks. The order of suspension shall be in writing and shall take effect

immediately. During the period of suspension, the employee concerned shall

not be paid any remuneration.

The enquiry shall be conducted in the presence of the concerned employee

and shall be impartial, comprehensive and complete. The employee

concerned shall be given full opportunity to cross-examine the witness and



also to provide his defense. No material shall be relied upon against the

employee without the employee being given an opportunity of explaining it.

The employee shall be given reasonable opportunity of explaining the

circumstances.

The nature of the offence and its details shall be explained to the employee

and any witness who can prove the offence shall be examined by the

employee and statements of the officer and the witnesses shall be recorded.

The accused employee shall be given an opportunity of questioning the

witnesses, if the employee so desires. All the relevant questions and answers

shall be recorded. If the accused employee declines to question a witness this

fact shall also be recorded.

The person holding the inquiry shall, whenever anything is said prejudicial to

another person, whether already before the inquiry or not, summon and ask

that other person whether he/she wishes to ask any question of the person

making such prejudicial statement. Such questions and answers as well as the

refusal by that other person to ask any question shall be recorded.

An employee against whom an inquiry is ordered shall be allowed to produce

witnesses and they may be questioned by the person conducting the inquiry.

The employee may nominate a fellow employee to assist in the enquiry.

In the event of an inquiry the employee and all the witnesses shall be

required to sign the statement that they make before the inquiry officer.

If the charges are proved to be correct in an impartial inquiry, the GM (HR&A)

shall serve a show cause notice to the accused stating the findings of the

inquiry and providing him/her a further chance to clarify his/her position.

If the accused fails to reply to the show cause notice or fails to produce any

cogent reason for his / her misconduct, the GM (HR&A) or the nominated

responsible officer shall take into account the gravity of misconduct, the

previous record of the employee, views of the Head of the department and

any other extenuating or aggravating circumstance before awarding



punishment. The final decision on the inquiry against the employee shall be

taken by the GM (HR&A).

Copies of notices, explanation and the final order along with the other

relevant records of the inquiry shall be placed on the personal file of the

concerned employee in all cases.

The employee shall be notified in writing within one working day of such

decision. The punishment awarded shall be entered in the service record.

The employee will be required to sign and acknowledge receipt of notification

of punishment. In case of refusal to sign the notification, the fact would be

recorded and decision will be implemented. Any un-favorable entry in the

service record shall be signed by the employee concerned.

If the charges are not proved then the employee shall be considered on duty

during the suspension period and shall be entitled to same wages/salary as

he/she would have received during the period.

a. Appeal

i. An employee shall have the right to appeal against a penalty to a higher

level authority appointed by the Managing Director.

ii. The appeal shall comply with the following requirements:-

It shall be in writing.

It shall state the grounds on which the appeal is made, containing

all relevant materials and shall be complete in all respects.

It shall be made within one month from the date on which the final

order was passed.

It shall state the desired relief.

iii. The appellant authority shall consider the following:



Whether the facts on which the orders were based have been

established.

Whether the facts established afford sufficient grounds for taking

disciplinary action.

Whether the penalty imposed is excessive, adequate or inadequate.

Whether there has been substantial compliance with the

disciplinary procedure.

iv. The appellant authority shall have the discretion to consider the appeal

based on the documentary material which is submitted. The appellant

authority may interview any of the persons involved in the case for

clarification of facts.

v. After consideration, the appellant authority shall confirm, reject or vary

the penalty in writing to the appellant.

vi. The appellant authority shall have fifteen working days with in which to

give its decision on the appeal filed.

b. Penalties

i. An employee found guilty of misconduct shall be liable to any of the

following penalties:-

Written warning.

Withholding of increment or promotion for a specific period not

exceeding one year.

Demotion to a lower post.

Dismissal without payment of any compensation in lieu of notice.

ii. Deduction of pay on account of absence from duty shall be made

separately to any penalty for misconduct.



c. General

i. Nothing herein contained shall affect the right of LWMC to terminate

the service of an employee by proper notice or payment of salary in lieu

of notice in accordance with the rules.

ii. All complaints of alleged misconducts shall be treated as confidential.

iii. If an employee lodges a complaint against a colleague which later

proves to be false, then any complaint lodged in the future by the same

employee shall be considered with caution.

In case of any violation, for which no complaint is received or after receipt of

the complaint by the GM (HR&A), the employee withdraws the complaint, the

GM (HR&A) may take SuoMotto action.

8.8 GRIEVANCES

It is the policy of LWMC to be non-discriminating in all matters regarding the

selection, hiring, termination, promotion, transfer, work assignment, scheduling,

and compensation of employees, and any or all conditions of employment.

8.8.1 Procedure

For all written complaints formal channel shall be followed to resolve the issue.

This channel shall consist of following stages:

Stage - I: Head of Department

i. The employees shall address their grievances in writing to their head of

department, within one month of the day on which cause of such grievance

arises, and seek redress of his / her grievance. The immediate head of

departments is the first source of information, help, advice, encouragement

and training and is the person directly responsible for assigning, directing and

reviewing the employee‟s work.

ii. If the complaint is against the person to whom the grievances are normally

addressed, the employee can approach head of department directly for

redress of the grievance.



iii. Head of department shall deal with all grievances within 03 days of receipt of

complaint, whether or not the grievance is addressed in writing. Before taking

a legal route for redress of grievance, an employee shall first exhaust all

grievance handling procedures of LWMC.

iv. In circumstances where a grievance of similar nature may apply to more than

one person, the problem is resolved through head of department.

Stage - II: GM (HR&A)

If the aggrieved individual is not satisfied with the decision of head of department,

that individual may approach the GM (HR&A), either in person or through an

application. GM (HR&A) shall ensure to redress the grievance within three (3)

working days from the date of meeting with the individual concerned or receipt of

application.

Stage - III: Grievance Committee

If the employee is not satisfied with the response from the GM (HR&A); the

employee may refer the problem to LWMC Grievance Committee consisting of:

GM (HR&A)

GM Operations

CFO

Any resolution developed by the Grievance Committee, acceptable to the

employee, will be approved by the GM (HR&A) before implementation.

Stage - IV: The Managing Director

In case the aggrieved individual is not satisfied, then he/she may approach the

Managing Director in writing within seven (7) days from the decision of the

Grievance committee. The Managing Director shall review the case after verifying

the facts and if required, the aggrieved individual may be called for a personal

interview with the Managing Director. Decision of the Managing Director shall be

communicated to the aggrieved employee within four (4) days from the receipt of

application and shall be final and binding. This decision shall supersede all previous



decisions made by the Grievance Committee and the concerned head of

departments or GM (HR&A).

If LWMC fails to communicate a decision within fifteen (15) days from the date of

application or if a worker is dissatisfied with such decision, the worker may take

the matter to Labor Court within a period of two months from the date of

communication of decision by the employer or, as the case may be, from the expiry

of the 15 days from the date of application to the employer if no decision is made.



9. HEALTH AND SAFETY

LWMC will not compromise on the safety and health of those who work for its

business. All injuries, work-related illnesses and accidents are preventable, and

LWMC strives for the highest standards of safety and health performance. Safety

culture is based on prevention, hazard awareness and continuous improvement.

9.1 PROCEDURE

Providing appropriate training to ensure awareness of potential hazards and

competence in performing specific duties or job tasks in a safe manner;

Using of proper gadget at waste collection Location like Gloves, Masks, Long

Shoes etc;

Consult with employees on matters affecting their health and safety;

Provide and maintain safe equipment;

Provide information, instruction and supervision for employees;

Ensure all employees are competent to do their tasks, and provide them

adequate health and safety training;

Prevent accidents and cases of work related ill health;

Maintain safe and healthy working conditions;

Review and revise this policy as necessary at regular intervals

Verify that proper safety and health procedures are followed by visiting work

place;

Defining roles and responsibilities of all members of management towards

health and safety to include review of goals and objectives during all annual

and subsequent performance evaluations;

The storage, processing, and disposal of hazardous waste (Medical Waste ,

industrial waste) at municipal solid waste facilities pose a risk to public

health and the environment, and in order to protect the environment and to



provide measures for adequate protection of public health, it is in the public

interest to ensure hazardous waste is stored, processed, and disposed of only

at permitted hazardous industrial solid waste facilities

To implement Hazard Specific Immunization Programs e.g., Hepatitis B

vaccine, Vaccine (Smallpox), Rabies, Influenza, Measles, mumps and rubella,

Tetanus-diphtheria, and Foreign travel immunizations/medication for

employees planning travel.



10. EMPLOYEES RE-DEPLOYED FROM CITY DISTRICT GOVERNMENT

LWMC may, from time to time, acquire the services of various persons on

deployment basis from various government offices. This specifically applies to the

services of regular employees of the City District Government, Lahore, other

persons engaged on basis of periodical service contracts (work charged employees)

and civil servants of the Federation or of the Province and employees of other

entities serving in connection with affairs of the City District Government, Lahore

regarding Solid Waste Management (SWM) which are hereby, with prior consent of

the Managing Director of LWMC, placed at the disposal of LWMC. These employees

fall under the following categories:

Regular employees of the City District Government along with their

sanctioned strength

Persons engaged on basis of periodical service contracts along with their

sanctioned strength

Civil servants of the Federation along with their sanctioned strength

Civil servants of the Province along with their sanctioned strength

Employees of other entities along with their sanctioned strength.

(Last payment certificates, service books and other service records of re-

deployment employees shall be provided to LWMC by the City District Government,

Lahore within one month of their re-deployment).

This policy applies to all employees of City District Government Lahore, Civil Servant

of Province and Civil Servant of federation that are at the disposal of LWMC by virtue

of a contract.

MD and GM (HR&A) shall be responsible to approve employees of City District

Government Lahore, Civil Servant of Province and Civil Servant of federation at the

disposal of LWMC.



10.1 PROCEDURE

Employees of City District Government Lahore, Civil Servant of Province and Civil

Servant of federation will be on re-deployment at LWMC under the following

conditions:

All regular and work-charged employees on re-deployment shall be entitled to

the same pay and allowances as they were in their service prior to this re-

deployment.

The Managing Director or any other person authorized by him in this behalf

may repatriate any person whose services are placed at the disposal of the

LWMC by the City District Government, Lahore without assigning any reason

and if repatriation is ordered on account of charges of inefficiency,

misconduct or corruption, the competent authority shall initiate and

complete disciplinary proceedings and intimate results thereof to the LWMC

within one month of the repatriation.

If an employee is repatriated to the City District Government, Lahore by the

LWMC, the LWMC shall issue a last pay certificate, return duly completed

service book and other service records, if any, to the City District Government,

Lahore and shall be liable to pay the salary up to the day the employee

remained at the disposal of LWMC.

Conditions of service of civil servants of the Federation and of the Province and

employees of other entities except that of the City District Government,

Lahore whose services are placed at the disposal of LWMC by the City District

Government, Lahore shall remain the same as would have been applicable to

them had their services not been placed at the disposal of LWMC. The City

District Government, Lahore shall provide adequate funds to LWMC to enable it

to make payments on account of pension contribution, leave encashment,

group insurance and financial assistance in relation to in-service death and

other death related liabilities. The liability of LWMC on account of pension

contribution and leave encashment in respect of these employees shall not

exceed the funds provided to it by the City District Government, Lahore for the

purpose.



Conditions of service of the regular employees of the City District Government,

Lahore, whose services are placed at the disposal of LWMC by the City District

Government, Lahore, shall not be varied to their disadvantage during the

period their services remain at the disposal of LWMC and these employees shall

render their services in the manner and in accordance with such standing

operating procedures as are framed in this Manual and they may receive

remuneration not less than what would have been admissible to them had their

services not been placed at the disposal of LWMC. In case an inquiry is deemed

necessary on account of inefficiency, misconduct or corruption of these

employees, a person or persons recommended by the Managing Director of

LWMC shall act as inquiry officer or, as the case may be, inquiry committee in

respect of those employees and it shall be compulsory for the competent

authority to initiate and finalize disciplinary proceedings against its employees

not later than thirty days. The competent authority shall be deemed to be

guilty of inefficiency and / or misconduct if it fails to initiate or finalize

proceedings within the period specified hereinabove.

Adequate resources shall be allocated for payments to the said regular

employees or their legal heirs on account of encashment of leave preparatory

to retirement, leave encashment, four month's pay and financial assistance due

to in-service death and other death-related liabilities already accrued or to be

accrued in future. Resources so allocated by the City District Government,

Lahore shall be transferred to LWMC. Payment of commuted value of pension,

monthly pension, family pension, gratuity and reimbursement of medical

charges to retired regular employees or their families shall remain the

responsibility of the City District Government, Lahore. LWMC shall contribute

to the pension and other funds and group insurance in the prescribed manner,

if an arrangement regarding group insurance is already in place, in respect of

the regular employees and adequate resources shall be provided by the City

District Government, Lahore to LWMC for this purpose.

Regular employees of the City District Government, Lahore whose services are

placed at the disposal of LWMC shall not communicate with their competent

authorities except through designated persons deputed by LWMC for the

purpose save in situations where initiation of disciplinary proceedings is



demanded by LWMC without repatriating the employees to the City District

Government, Lahore.

Powers of leave sanctioning authority of the regular employees of the City

District Government, Lahore whose services are placed at the disposal of

LWMC, shall be exercised by designated persons deputed by MD for the purpose

during the period these employees remain at the disposal of LWMC.LWMC shall

intimate the City District Government, Lahore, twice a year, names of the said

regular employees who would be superannuating within coming six months and

shall return duly completed service books, other service records, if any, and

presumptive last payment certificates of those employees for preparation and

processing of their pension cases. The same exercise shall be completed within

two weeks of in-service death of a regular employee.

Recruitments against existing or enhanced sanctioned strength of posts of the

said regular employees may be made by competent authority of the City

District Government, Lahore in the prescribed manner only on demand of

LWMC. Services of persons recruited against these posts shall be placed at the

disposal of LWMC with prior consent of the Managing Director.

Persons engaged by the City District Government, Lahore as work-charged

employees, whose services are placed at the disposal of LWMC by the City

District Government, Lahore shall continue to be governed by the conditions of

service specified in their service contracts. LWMC shall exercise all powers

available to the City District Government, Lahore in respect of these employees

including but not limited to recruitment of persons on work-charged basis,

variation in conditions of service of work-charged employees not less favorable

as those applicable to such employees on the commencing day, termination of

services of work-charges employees and extension in contracts for periods to

be specified by LWMC. The existing work-charged employees shall be deemed

to be employees of the City District Government, Lahore and the City District

Government, Lahore shall orders in respect of extension in their service

contracts. The City District Government, Lahore and LWMC, with mutual

consent and with prior approval of the appropriate authority, may or may not

decide to regularize services of some or all existing work-charged employees



and reserve their posts for filling in through regular employees.

Persons recruited or to be recruited on work-charged basis shall not be

repatriated by LWMC to the City District Government, Lahore.

Tentative list of staff and employees is annexed as Appendix - 27.

10.2 EXCERPTS FROM PROPOSED AGREEMENT WITH CITY DISTRICT GOVERNMENT

LAHORE AND TMAS

Services and Asset Management Agreement for Solid Waste Management Services

An agreement has been executed on _________ between the City District

Government Lahore, all TMAs of Lahore and Lahore Waste Management Company

for provision of Solid Waste Management services and related assets. This

agreement entails that the CDGL employees engaged in Solid Waste Management

are placed at the disposal of LWMC and that all administrative matters including

compensation management shall be dealt with the following related provisions of

the agreement:

Managing, controlling and supervising persons engaged by the CDGL in

connection with solid waste management and whose services are placed, at the

disposal of the LWMC, repatriating such persons to the CDGL, incurring

employee-related expenditures out of moneys received for the purpose and

exercising other powers and functions in respect thereof;

Receiving moneys from the CDGL for performance of functions assigned to the

LWMC under this Agreement and appropriating and spending these moneys in

accordance with standing operating procedures of the LWMC;

Adequate resources shall be provided by CDGL to LWMC for payments to the

regular employees of the CDGL or their legal heirs, on account of encashment

of leave preparatory to retirement, four month‟s pay and financial assistance

due to in-service death and other death-related liabilities to be accrued in

future. Group Insurance of regular employees which are placed at the disposal

of LWMC will also be paid by the LWMC after making deductions from their

salaries.



Matters relating to payment of, pension contribution of regular employees,

commuted value of pension, monthly pension, family pension, gratuity and

reimbursement of medical charges to retired regular employees of CDGL or

their legal heirs and in this regard the adequate resources shall be allocated by

the CDGL each year in prescribed manner.

CDGL shall exclusively be responsible for payment of all previous liabilities

relating to pension payments, compensation in death cases and leave

encashment of CDGL employees.

Carrying out the disciplinary proceedings of regular and work charge employees

of CDGL whether placed at the disposal of LWMC or retained by CDGL;

CDGL shall carry out regular promotion board meetings for consideration of

promotion cases of regular employees placed at the disposal of LWMC as and

when requested by the LWMC.

In case of special circumstances or emergency the CDGL may by making

requisition to the LWMC require manpower and machinery and the LWMC shall

provide the required manpower and machinery to the CDGL on mutually agreed

basis of compensation.

Transfer of CDGL Staff

Services of regular employees of the CDGL and employees engaged on work-

charged basis working in solid waste management department along with their

sanctioned strength, are hereby , placed at the disposal of the LWMC except

employees mutually agreed to be retained by CDGL for the performance of

residual functions of CDGL as specified in Clause 3 Separate lists of (i) regular

employees of the City District Government along with their sanctioned strength

(ii) employees engaged on work-charged basis along with their sanctioned

strength have been appended to this Agreement as Annexure-D.

Last payment certificates, service books and other service records, if any, of

employees specified in Sub-Clause (i) of clause 8 of this Agreement shall be

provided to the LWMC by the CDGL within one month from the commencement

of this Agreement.



The LWMC may repatriate any person whose services are placed at the disposal

of LWMC by the CDGL without assigning any reason thereof. In such cases LWMC

will also surrender its post and budgetary allocation made for this post. If

repatriation is ordered on account of charges of inefficiency, misconduct or

corruption, the competent authority of CDGL shall initiate and complete

disciplinary proceedings and intimate results thereof to the LWMC within two

months of the repatriation and the LWMC shall not bear the remuneration cost

of the employee beyond two months.

If an employee is repatriated to the CDGL by the LWMC, the LWMC shall issue a

last payment certificate in his respect, return his duly completed service book

and other service records, if any, to the CDGL and shall be liable to pay his

salary up to the day he remained at the disposal of the LWMC.

The CDGL may retain such number of posts and their present or future

incumbents connected with solid waste management as mutually determined

by LWMC and CDGL. A list containing number of posts in each basic pay scale

along with their present incumbents mutually agreed by the LWMC and the

CDGL to be retained by the CDGL and its organogram is appended to this

Agreement as Annexure-E.

Conditions of service of employees of CDGL whose services are placed at the

disposal of LWMC by the CDGL shall remain the same as would have been

applicable to them had their services not been placed at the disposal of the

LWMC.

Conditions of service of the regular employees of the CDGL, whose services are

placed at the disposal of the LWMC by the CDGL, shall not be varied to their

disadvantage during the period their services remain at the disposal of the

LWMC and these employees shall render their services in the manner and in

accordance with such standing operating procedures as are framed and made

applicable to them by the LWMC and they may receive remuneration not less

than what would have been admissible to them had their services not been

placed at the disposal of the LWMC and in case an inquiry is deemed necessary

on account of inefficiency, misconduct or corruption of these employees, a



person or employees nominated by the Managing Director of the LWMC shall act

as inquiry officer or, as the case may be, inquiry committee in respect of those

employees and the competent authority will in the light of inquiry report

decide the case within sixty days of the submission of report.

Regular employees of the CDGL whose services are placed at the disposal of the

LWMC shall communicate with their competent authorities through designated

employees deputed by the LWMC for the purpose save in situations where

initiation of disciplinary proceedings has started on the demands of the LWMC

without repatriating the employees to the CDGL.

Powers of leave sanctioning authority of the regular employees of the CDGL,

whose services are placed at the disposal of the LWMC, shall be exercised by

designated employees deputed by the LWMC for the purpose during the period

these employees remain at the disposal of the LWMC.

The LWMC shall intimate the CDGL, twice a year, names of the regular

employees who would be superannuating within coming six months and shall

return duly completed service books, other service records, if any, and

presumptive last payment certificates of those employees for preparation and

processing of their pension cases. The same exercise shall be completed within

two weeks of intimation of in-service death of a regular employee.

Services of existing work-charged employees of the CDGL shall be placed at the

disposal of the LWMC which may execute a separate Agreement with each of

them on conditions not less favorable than those admissible to them on the

commencing day. Extension in period of employment of existing work-charged

employees and termination of their employment shall be made by the

competent authority in the CDGL on the recommendation of the LWMC.

Notwithstanding anything contained in this Agreement, conditions of service of

the existing work-charge employees whose services are placed at the disposal

of the LWMC by the CDGL shall remain intact and their right of regularization of

service, if any, with the CDGL shall not be adversely affected by joining the

LWMC. However the status of work charge employees with respect to being

skilled or unskilled will be reviewed by the LWMC and any change in such status



shall not be deemed as a change in condition of service. The CDGL may, on

recommendations of the LWMC, decide to regularize services of some or all

existing work-charged employees whose services are placed at the disposal of

the LWMC in accordance with the applicable rules, procedure and criteria for

the time being enforce.

The posts of regular employees of CDGL, whose services are placed at the

disposal of LWMC, will, deemed to be notionally retained in CDGL budget for

the purpose of their promotions and retirement. The LWMC will make

recommendations to the competent forum for promotion considerations.



APPENDICES



APPENDIX – 01

LWMC/HR- 01

RECRUITMENT PLAN

Post Title Department

Staff Grade No. of Vacancies

Nature of Post

Permanent Contractual Daily Wages

If Contractual, No of days/months If Daily Wages, No of Days

Post Already Sanctioned Not Sanctioned

Education

Training / Certification

Experience Age

3. Job Description:

4. Person Specification:

5. Justification:

Department Head/G.M. (concerned) _____________________________________

CFO _____________________________________

G.M. (HR & ADMIN) _____________________________________

Managing Director _____________________________________

Lahore Waste Management

Company



APPENDIX – 02

LWMC/HR- 02

JOB ADVERTISEMENT FORM

Position

Lahore Waste Management Company (LWMC) (section 42) has been

established with a vision to modernize the solid waste management system in the city. The LWMC provides a unique opportunity for professionals to work in an excellent environment and competitive market based salary with professional growth.

This is a senior management position reporting directly to the Managing Director of the Company.

The position shall be responsible and accountable for:

Candidate Profile:

LWMC is an equal opportunity employer and offers conducive work environment, competitive salary package, Interested candidates should send their detailed resume along with a recent passport size photograph latest by

Only short listed candidates shall be contacted.


Company



APPENDIX – 03

LWMC/HR- 03


4th Floor, Shaheen Complex Egerton Road Lahore, PAKISTAN

POSITION APPLIED FOR

Religion: _______________ Nationality: _______________ Age:______

Date of Birth: _______________ Place of Birth: __________________________

Male Female Identification Mark_______________________

Present Gross Salary Rs._____________

Salary Desired Rs._________

When can join duties, if job is offered: Immediately or on…………………………..

Name: __________________________________ Father‟s/Husband‟s Name: __________________________________ Present Address:__________________________________ __________________________________ Phone: __________________________________ Fax # __________________________________ E-Mail: __________________________________ Permanent Address:__________________________________ __________________________________ _______________________________ Phone:______________________ Fax # E-Mail:

Please attach TWO

copies of your recent

Passport size Photograph

* PLEASE ATTACH ATTESTED

COPIES OF QUALIFICATION

AND EXPERIENCE

CERTIFICATES

APPLICATION FOR EMPLOYMENT


Company



M. Yousuf Adil Saleem & Co., Chartered Accountants Member of Deloitte Touche Tohmatsu Limited5

EDUCATION (Academic & Professional) Exam

inati

on

Inst

ituti

on

Cam

pus Year

Div

isio

n

Majo

r

Subje

cts

Qualifi

cati

on

Max.

Mark

s

Mark

s

Obta

ined

Perc

enta

ge

Gra

de

Board

/

Univ

ers

ity

Dis

tincti

on

(If

any)

Year

Com

ple

tion o

f

Cours

e

From To



M. Yousuf Adil Saleem & Co., Chartered Accountants Member of Deloitte Touche Tohmatsu Limited

IMMEDIATE FAMILY DATA (Wife, Husband, Children)

Name Relation Age Occupation Place of Work

IN CASE OF EMERGENCY PLEASE NOTIFY:________________________________________________

LANGUAGE PROFICIENCY

Language

SPEAK WRITE UNDERSTAND

Excel. Well Fair Excel. Well Fair Excel. Well Fair




EMPLOYMENT EXPERIENCE RECORD

List the positions you have held, showing last position first:-

Name & address of present/ ex-employer

Employer‟s Business

EMPLOYED Your Position

Gross Salary

Reason for

Leaving From To

Have you ever been dismissed Removed/terminated from service? If yes, give

details:_______________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________




REFERENCES

Reference 1

Name______________________________

Phone_________

Occupation________________

Years Known______________

Address____________________________

___________________________________

Relation with candidate ________________

___________________________________

Reference 2

Name______________________________

Phone_________

Occupation________________

Years Known______________

Address____________________________

___________________________________

Relation with candidate ________________

___________________________________

HAVE YOU EVER BEEN CONVICTED IN A CRIMINAL/CIVIL CASE? If yes, give detail:________

______________________________________________________________________________




HAVE YOU ANY BLOOD OR CLOSE RELATIVE WHO IS WORKING OR HAS WORKED IN LWMC. If yes, give detail: Name: __________________________________ Position:_________________________________ Name: __________________________________ Position:_________________________________

Use this space for any additional information you may wish to give, e.g. extracurricular activities etc.

I do hereby affirm that the contents of this application are true to the best of my knowledge and belief; I understand that any misrepresentation of facts omission thereof can be a cause of my dismissal from service.

Applicant Signature/Date CNIC#




APPENDIX – 04

LWMC/HR- 04

INTERVIEW EVALUATION SHEET

Guidelines for Interviewer

Name :_____________________________________ 1. Arrange proper seating

2. Hand shake / Greet

Position evaluated for : ________________________ 3. Introduce yourself and other interviewers

4. Describe the timing of the interview

Date :_____________Time from______to ________ 5. Tell candidate he/she shall do most of the talking

6. Mention note taking

Interviewer's Name : __________________________ 7. Tell candidate when he/she should ask questions

General :

S. No AREAS OF

EVALUATION Poor (0)

Unsatisfactory (1)

Improvement Needed

(2)

Required Skills (3)

Superior Skills (4)

Points [0-4]

1 EDUCATION

[grades, institution]

Unsuitable for job

Slightly suitable Not directly

applicable, but helpful

Fit for the core function

Well suited for the core function

2 EXPERIENCE Fresh Not directly

relevant to the position

Not directly applicable, but

helpful

Fit for the core function

Well suited for the core function

3 TECHNICAL

KNOWLEDGE

Does not appear familiar with the

subject

Appear familiar with the subject

with minimal depth

Has fair understanding of

the subject

Demonstrates a very good

understanding of the subject

Demonstrates an excellent

understanding of the subject





S. No AREAS OF

EVALUATION Poor (0)

Unsatisfactory (1)

Improvement Needed

(2)

Required Skills (3)

Superior Skills (4)

Points [0-4]

4 COMPUTER SKILLS

[MS Office] No knowledge

Awareness of software

Can use MS Office Also aware of

other supporting software

Advance practical knowledge of technology

5 EXPRESSION OF

IDEAS Speaks without

thinking Dwells on non-

essential thoughts Can convey in broader term

Thoughts clearly expressed

Logical & convincing

thoughts with specific examples

6 CONFIDENCE Introvert Submissive Outspoken / over

confident Reasonably confident

Inspires confidence

7 PHYSICAL

APPEARANCE & HEALTH

Unpleasant, Unhealthy

Lethargic, lacks energy

Reasonable appearance and

posture

Good carriage & posture.

Alert, smart & energetic

8 MENTAL

ALERTNESS Dull and non-

responsive Slow to grasp

ideas Expresses own

ideas only

Ask intelligent question to clarify

thoughts

Quick thinker, grasps complex

ideas & thoughts

9

COMMUNICATION SKILLS - Use of words, tonality, body language

Unexpressive. No Clarity in expression

Weak in some areas of

communication skills

Listen & speak with assurance

Ability to sell his point of view

10 INTERPERSONAL

SKILLS Rigid in dealing

with others Fails to recognize

other's needs Purposefully Cooperative

Social with win-win attitude and

team player

Ability to respond to other's needs /

Empathetic

Points available = 40. Securing more than 20 points shall qualify the candidate to compete.




Behavioural Information

Please fill the following by asking examples of related topics. Check the box if explained by the candidate.

These are 6 behaviours, out of which at least 3 must be filled for each position.

Situation Action Result Rating 0-4

Ability to Learn

In your most recent position, what did you learn? How did you apply this learning


Leadership

Tell me about a time when you took charge as a leader in a work situation without being formally assigned to that role by your boss.


Initiative

Recall a time when you started an initiative on your own, what were the reasons for starting it, how things turned out?


Team Work

Tell me how you increased teamwork among a previous group with whom you worked.





Setting Stretched Targets

Tell me about a time when you set stretched work goals for yourself. What did you achieve?


Adaptability

Tell me about a new work environment or situation of some kind in which you were involved. What was your role? What did you do?

1. The Situation ( S )

Why did a candidate take a particular course of action? What were the circumstances?

2. The Action ( A )

What did the candidate do or say to respond to the situation?

3. The Result ( R )

What was the impact of the candidate's actions?

Securing more than 50% points shall qualify the candidate to compete.




Recommendation :

Selected for the position applied: Further evaluation required by: Pending for another position of : Dropped

Current Salary: Expected Salary:

Remarks:

Signature of Interviewer




APPENDIX – 05

LWMC/HR- 05

INTERVIEW PANEL RECOMMENDATION FORM

VACANCY:

TOTAL APPLICANTS:

VACANCY NOTICE NO. NO. INTERVIEWED:

INTERVIEW DATE(S) INTERVIEW PANEL MEMBERS

1.

2.

3.

4.

RANKING NAME QUALIFICATIONS EXPERIENCE

COMMENTS OF PANEL:

Signature/Date:

(PANEL CHAIRMAN/CONVENER) _______________________________

Deputy MANAGER HR _______________________________

GM (HR & ADMIN) _______________________________

MANAGING DIRECTOR _______________________________


Company




APPENDIX - 06

LWMC/HR- 06

Date: _______

Name and address: __________________________ ___________________________________________

OFFER LETTER

Dear ______________________:

I am very pleased to offer you a permanent employment as a _______________________, in LWMC, based on the following terms and conditions:

1. Position

You are appointed to the position of ____________________, in department ________________ of LWMC, and in this capacity, you will report directly to ___________________. This is a permanent position, and as discussed and agreed with you, your start date in the position will be ___________.

2. Remuneration

Your salary will be Rs. ___________. Your salary will be payable once a month at month end in accordance with LWMC payroll practices.

3. Benefits

As a permanent employee, you will be eligible to participate in LWMC provident fund for employees, according to the terms of the plans.

4. Increment

Increment in the salary will depend on the result of performance appraisal performed at specific time according to the performance management policy.

5. Probation Period

Probationary period will be first three (3) months of your appointment to this position. We will review your progress in the position on a regular basis and provide you with regular feedback. We will be in a position to confirm continued employment upon successful completion of the probationary period.

6. Acceptance

This is an offer letter only, as a token of your acceptance., sign and return a copy of it indicating the joining date.

7. Tax Deduction

Any tax applied by the FBR will be deducted from your gross salary.





8. Reference Check

9. The company shall perform all necessary reference checks on the submitted documents. However, if any of the provided information has been misquoted, the company reserves the right to alter the above package or cancel the contract as such.Resignation

You will have to give a notice in writing at least thirty (30).

10. Confidentiality

During the course of your employment with LWMC, you will be entrusted with confidential and proprietary information. You agree that such information will not be released or divulged, whether directly or indirectly, unless authorized by Comapny policy, required by law, or through the express written consent of LWMC given under the hand of the proper officer with authority to give such consent.

I would ask that you review the contents of this offer carefully. If the terms of employment as set out in this agreement are acceptable to you, please sign and date one copy and return a fully signed copy to my attention latest by _____________.

Mr./Ms.______________, I wish to convey my sincere enthusiasm about the possibility of you joining LWMC. I hope that you find the terms of this offer reasonable and attractive.

Please feel free to contact me if you have any questions at __________________.

Yours truly,

____________ GM (HR&A)

I agree to accept the conditions of employment indicated above, this day of , 201- In case you fail to report for duty on the offered date of joining, without prior intimation, your employment shall stand cancelled automatically.

_________________ (Employee Name)

NOTE: Please ensure that you forward a copy of the acceptance letter within 10 days at the following address:

GM (HR&A) Lahore Waste Management Company 4th floor, Shaheen Complex, Egerton Road, Lahore, PAKISTAN.




APPENDIX - 07

LWMC/HR-07

APPOINTMENT LETTER TEMPLATE

Mr. ----------------------------- --------------------------------- ---------------------------------

Date:

Subject: EMPLOYMENT WITH LWMC

Dear Mr. ------,

I am pleased to offer you a contract of employment with Lahore Waste Management Company, hereinafter called “LWMC”, on the following terms and conditions:

1. COMMENCEMENT OF APPOINTMENT

I. The terms and conditions of this contract are conditional upon your signing and returning the acceptance attached to this letter to HR Department within 10 days of the receipt of this letter of appointment.

II. The effective date of this contract shall be the date of your joining.

III. You being found medically fit to the satisfaction of LWMC, your antecedents being verified and acceptable to the satisfaction of LWMC.

IV. You shall be on probation for a period of 3 months in the first instance, or until such time as LWMC at its sole discretion confirms in writing that you have successfully completed your probation.

V. During probation period clause # 8 (II), 8 (III), 4 (D) 1 and 8 (V) C of this letter shall not be applicable

2. CONTRACT PARTICULARS

Your contract details shall be as follows:

a) Designation: -------------------------------------

b) LWMC Grade: -------------------------------------

c) Place of Work: LWMC Lahore

d) Duties/ responsibilities, and administrative /supervisory jurisdiction and functions shall be determined by LWMC and notified to you from time to time.

e) Working hours shall be commensurate with job needs at times to be notified to you.


Company




3. LIABILITY OF SERVICE

I. LWMC may change your designation or place of duties / responsibilities from time to time as it may consider fit.

II. You may be transferred, deputed or assigned to any affiliated organization, at any time, permanently or otherwise, at LWMC sole discretion.

III. You agree to perform, observe and conform to such functions, duties and instructions as may from time to time be assigned, communicated, entrusted or delegated to you by LWMC or by its affiliated organisations.

4. SALARY COMPONENTS/CASH BENEFITS

Your monthly salary/cash benefits shall be as under:

A. Basic Salary: Rs. ------/-

B. Allowances:

House Rent @ 30% of basic Salary Utility @ 10% of basic salary

Note: The salary components are strictly confidential and employees are advised in their own interest not to disclose this information to anyone.

C. Monthly Reimbursements

Petrol ---- liters Cell Phone Rs. -----/

D. Annual Benefits

1. Leave 18 days

2. Sick Leave 12 days

3. Casual leaves 10 days

5. OTHER RULES AND REGULATIONS

I. LWMC‟s Rules and Regulations (enforced from time to time) shall govern the services in all respects. These are subject to alteration at LWMC‟s discretion at any time.

II. Employees shall undertake that they shall keep confidential all knowledge or information which they may acquire during the course of employment with LWMC and its affiliated organizations. The employees shall neither divulge, directly or indirectly, to any person or body not directly concerned or connected with, nor participate in any actions which may be detrimental to the interests of LWMC or its affiliated organizations.

III. Employees undertake that they shall not take up an advisory or part time work/business during the period of employment with LWMC and shall devote full attention to the promotion of Company business.




6. DEDUCTION

I. Provident Fund contribution, at the prevailing rates of 10 % shall be deducted from your salary, and remitted to the bank account of the Trust set up by the company, along with the employer‟s share of such contribution.

II. Income tax shall need to be paid by you, in respect of the income received from the company. Deduction of income tax shall be done at source, and the company shall remit the same to the Government Treasury.

7. TERM OF APPOİNTMENT

Your appointment will be initially for five (5) years extendable subject to mutual consent.

8. NON-COMPETİTİON AND NON-SOLİCİTATİON

I. During your employment with LWMC, you shall not directly or indirectly solicit the business of any customers of LWMC for the benefit of any other agency, Company or Organization, nor solicit the services of any of LWMC‟s employees (directly or indirectly or through any other agency, Company or Organization), nor induce their resignation from service or the termination of their employment with LWMC.

II. Further during the term of your employment, in case you receive any offer of direct or indirect hire by any of LWMC‟s Clients, or through other agencies to serve any of LWMC‟s clients, you are required to inform LWMC within 5 working days of the receipt of such an offer.

III. These clauses are to ensure that LWMC‟s relationships with its clients and with you, continue to be based on openness and trust.

9. APPLICABLE LAWS

This contract of appointment shall be governed by the relevant laws of Pakistan.

10. TERMINATION OF EMPLOYMENT

Either party can terminate this contract of employment by serving 30 days notice.

11. FREE OF OTHER LEGAL/EMPLOYMENT OBLİGATİONS

You warrant that you are free from any legal obligations, such as a performance contract or employment agreement that would conflict with your entering into this agreement. Should it later be determined that such a conflict exists, you will be responsible for defending LWMC from any legal actions which arises from such a conflict.

12. OTHER BENEFITS/FACILITIES/ENTITLEMENT

Other benefits applicable including leave and holidays shall be as under and subject to modification by LWMC from time to time.

I. Progression within the salary range may be at the discretion of LWMC based on your performance, subject to a minimum annual increase to be determined by LWMC.




II. Provident Fund Scheme shall be available to you with matching contribution by you and by LWMC up to 10% of basic salary.

III. Medical Cover

You shall be provided medical cover through the LWMC medical insurance scheme.

IV. Holidays entitlement as follows:

Annual Leave:

You shall be entitled for 18 days annual leaves. This entitlement can be carry forward to next year but this leave cannot be accumulated for more than 40 days in total.

Casual Leave:

You shall be entitled for 10 days casual leaves per year.

Sick Leave:

You shall be entitled for 10 working days medical leaves per year in accordance with the LWMC laid rules.

13. ENTİRE AGREEMENT

I. This agreement represents the entire agreement between you and LWMC and it supersedes all prior Agreements signed by both parties with each other. All the clauses in this Agreement are intended to be enforced in accordance with their terms valid and enforceable to the fullest extent permissible by the law.

II. If any term of provision in this agreement shall be held to any extent to be invalid, unenforceable, or illegal, under any enactment or rule of law, that term or provision shall to that extent be deemed not to form part of this agreement, and the enforceability and validity of the remainder of this agreement shall not be affected.

Please confirm that you accept all terms and conditions of regular employment as given in this letter by signing and returning the attached duplicate copy of this letter but not later than specific period mentioned earlier.

This has been issued with approval of Managing Director LWMC.

Yours sincerely, (_______________) General Manager HR & Admin




LAHORE WASTE MANAGEMENT COMPANY

Acceptance of Appointment Letter

I confirm that all terms and conditions of regular appointment as given in the letter dated ………….. are accepted by me.

SIGNATURE......................................................

NAME................................................................

DATE.................................................................

WITNESS SIGNATURE........................................

NAME ...............................................................

DATE.....................................




APPENDIX - -08 LWMC/HR- 08

JOINING REPORT

TO BE FILLED IN BY APPOINTEE

I hereby join on duty at _________________ AM/PM on __________________ as ___________________________ (designation) in _______________________(section) Department

Name _______________________________

Date:_____________________________

TO BE FILLED IN BY HUMAN RESOURCE DEPARTMENT

Offer Letter Reference No. __________________________ Dated __________________________________

Name: _________________________ Curriculum Vitae Last Salary Slip

Department _______________________

Employment Offer

Letter Experience Certificate

Designation: ______________________ Copy of ID

Diploma / Training

Certificates

Employee Code No: _______________ 1 Photo Academic Certificates

Salary: _______________________

Issued Official Sim

Prepared By: Approved by: Manager HR





Asst. Manager HR: ______________________________ ______________________________________

TO BE FILLED IN BY USER DEPARTMENT

Certified that Mr. / Ms. _______________________________ has reported his / her arrival on ___________________

at _________ A.M/ P.M in _______________________ Department as _________________________

_____________________

Head of Department

TO BE FILLED BY FINANCE & ACCOUNTS DEPARTMENT

Confirmed that the name of Mr. / Ms. ________________________________ has been entered in the payroll.

____________________

__________________

Asst. Manager Finance

CFO

TO BE FILLED IN BY ADMINISTRATION DEPARTMENT

Confirmed that Employee workstation, stationary & Employee Complex Card has been issued to Mr. /Ms. ____________________

_____________________

Manager Admin




TO BE FILLED IN BY MIS DEPARTMENT

Confirmed that Employee's PC / Laptop has been issued to Mr. /Ms. ____________________

_____________________ Manager MIS





ORIENTATION EVALUATION FORM

Name ________________ Designation _______________

Cell # - Email _______________ Date of Joining _________________

Note: Please briefly explain or tick the appropriate option.

Q 1: Have you visited company website as yet?

a. Yes b. No

Q 2: LWMC mission will provide a waste management program that contributes to maintaining the health of the residents by ensuring that waste is removed from the city and disposed off in an acceptable manner.

Q 3: When did Lahore Waste Management Company establish?

a. 20th May 2010 b. 25th June 2011 c. 19th March 2010 d. 27th December 2010

Q 4: Write any 2 strategic objectives of the company? ___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

Q 5: What is the slogan of LWMC?

a. We clean Lahore very soon b. We will clean whole city c. We clean Lahore like never before

Q 6: Out of four below mentioned values of LWMC, identify which was not written in orientation?

a. Commitment b. Hardworking c. Hygiene d. Respect

Q 7: How many Union Councils are working under LWMC?

a. 145 b. 150 c. 152 d. 166


Company




Q 8: How many Rural Union Councils are working under LWMC?

a. 9 b. 13 c. 12 d. 15

Q 9: Who are the contractors working with LWMC?

a. Alkhair b. Albayraak c. Ozpak d. Auspak

Q 10: How many Urban Union Councils are working under LWMC?

a. 132 b. 142 c. 137 d. 138

Q 11: How many vehicles maintained for management of waste in Lahore city?

a. 475 b. 495 c. 650 d. 500

Q 12: What is LWMC Average Manpower Strength during last 6 months?

a. 11,600 b. 10,300 c. 10,700 d. 11,500

Q 13: As per Contract with two Turkish Contractors for undertaking solid waste management collection and disposal. How many years they require to clean Lahore city?

a. 5 Years b. 6 Years c. 7 Years d. 10 Years

Q 14: What was the best part in Orientation?

__________________________________________________________________ ___________________________________________________________________

Q 15: Our Company is going to start internal trainings on soft skills? Are you interested to be a Trainer? If yes what kind of ability or skills do you have which makes you think of it?

___________________________________________________________________

___________________________________________________________________




Q 16: Can you suggest anything in this Orientation plan? Anything which can be added?

___________________________________________________________________

___________________________________________________________________

Q17: Does this Orientation make good first impression on New Joiner?

a. Doesn‟t Meet Required Standard b. Requires Improvement c. Meets Performance Standard d. Exceeds Performance Standard

Q 18: What do you think of LWMC?

___________________________________________________________________ ___________________________________________________________________

Q 19: Kindly assess the Orientation trainer based on below mentioned attributes? Give a rating of

1 – 5.

a. Presentation Skills ………… b. Questioning Skills ………… c. Pace of Delivery …………… d. Body Language ……………. e. Timings………………………….

Q 20: What is the correct sequence of company Grievance Handling procedure?

a. HOD GM HR & Admin Grievance Committee MD

b. HOD Grievance Committee GM HR & Admin MD

c. MD HOD GM HR & Admin Grievance Committee

Q 21: Please mention at least 3 things which are prohibited at work?

___________________________________________________________________ ___________________________________________________________________

_________________________

Checked & Evaluated By Assistant Manager HR





PROBATION PERIOD COMPLETION REPORT

FILLED IN BY EMPLOYEE

NAME: Position: Date of Completion of Probation Period:

Department: D. O. J.:

Major assignments / achievement during probation period: Supervised by:

1

2

3

4

5

6

7

8

9

10

Working Environment: V. Good Good Average

Potential to Grow/Enhance Capability; V. Appropriate Appropriate Average

Employee Remarks:

Employee Signature:


Company




Remarks by immediate Supervisor / Reporting Officer:

Immediate Supervisor / Reporting Officer Name: Signatures:

Final Remarks: MD____GM(operations/HR/Procurement)




Confirmation: YES NO Extended

to: Months‟ probation period.

Signatures:

Human Resource:

Any record requirements for personal File:

Necessary Actions:

Manager (HR):





SIM APPROVAL FORM

Company Name: Lahore Waste Management Company

Name: _______________________________________ Designation: _______________________

Department: __________________________________ Location:__________________________

Date: ___/___/______

Copy of CNIC should be attached.

BUSINESS SIM JUSTIFICATION

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

For HR use only

DOJ: _________________________________ Length of Service: ____________________________

Credit Limit: __________________________ Monthly Entitlement___________________________

Manager HR: _______________________ ___________________ ____________________ ___________________ Employee Department GM -HR & Admin Signature Head


Company




APPENDIX – 12 LWMC/HR- 12

CAR ALLOCATION FORM

Date [ ]

The Manager Human Resources


I have read the LWMC Officers‟ Car Policy and Procedures governing Company cars for my grade and

undertake to abide by the policy. My specific preference is as follows:

Manufacturer ..........................................

Model ..........................................

Preferred Colour of Car: ..........................................

SIGNED ..........................................

NAME: ..........................................

DESIGNATION: ..........................................

GRADE: ..........................................

DATE: ..........................................

OFFICE USE Human Resources Department

Date received …………..…………………..

Officer is entitled as per contract/policy ---------------------------

Approved by GM (HR&A) ...……………………………..

OFFICE USE FINANCE DEPARTMENT

Budget Available ............................................

Cost Code ............................................

Signature of CFO ............................................


Company




OFFICE USE PROCUREMENT AND CONTRACT DEPARTMENT

Date quotation requested …………………………………..

Date quotation received …………………………………..

Bench Mark Price ..................................................

Employees‟ Contribution ..................................................

Date order placed …………………………………..

Actual price …………………………………..

Expected Date of Delivery: ..................................................

Signature of the Manager Procurement ..................................................




APPENDIX – 13

LWMC/HR- 13

LEAVE RECORD FORM (YEAR)

Employee’s Personal Info:

Person ID: Name:

Job Title: Department

ANNUAL LEAVE

(18 DAYS FOR ALL EMPLOYEES)

Leave at Credit

(Year 0000-00)

Carry Forward

(Previous Year) Total

LEAVE PERIOD APPLIED DESCRIPTION OF LEAVE APPROVED

BY FROM TO WORKING

LEAVE DAYS ALREADY TAKEN

BALANCE


Company




CASUAL LEAVE (10 WORKING DAYS)

LEAVE PERIOD

APPLIED DESCRIPTION OF LEAVE

APPROVED

BY FROM TO

WORKING LEAVE DAYS

ALREADY TAKEN

BALANCE

SICK LEAVE (12 WORKING DAYS)

LEAVE PERIOD APPLIED DESCRIPTION OF LEAVE APPROVED

BY

FROM TO WORKING

LEAVE DAYS ALREADY TAKEN

BALANCE

__________________________ Signature of Issuing Authority




APPENDIX - 14

LWMC/HR-14

LEAVE APPLICATION FORM

Employee‟s Name:

Designation:

Department: Employee Code:

Type of Leave: Medical Casual Annual Compensatory Unpaid

Duration of Leave: Full Half Short Leave

From: _______________ To: ____________ No. of leave (s) / Hours (s): ___________

Reason:

Applicant‟s Signature _____________________

Date: ________________

Approval

Departmental Head: _____________________ Date: ________________

Remarks: _________________________________________________________________

Head HR: _____________________ Date: ________________

Remarks: _________________________________________________________________

HR Department

Leave Category:

Leave Record Medical Casual Annual

Previous Balance

On This Form

Current Balance

HR Department Note: i) Management reserves the right to call any employee on job in case of emergency.

ii) All Department Heads and General Managers will get leave approval from MD.






TRAINING NEED ASSESSMENT FORM

(To be filled by the immediate head)

1. Name of Employee:

3. Date plan was developed:

4. Rationale for setting the goals(s)

5. Identify the events that justify need and resulting goal(s)

6. Describe the professional development training and learning opportunities planned in support of accomplishing established goal(s)

7. How do the goals and training and learning opportunities align with assigned Job Description/Role Profile? Which area of the role profile will be the focus of this plan?

Trainings attended (Details for the last 1yr)

Achievements (w.r.t targets – last yr) Designated Target Achieved Target

Career Plans

Potential for future growth

When will the employee be ready for promotion/ to move to the next level?

Where will the employee be in the next level (career growth path)?

Remarks/ any specific job


Company




AREAS OF POTENTIAL – MANAGEMENT SHOULD FOCUS & IDENTIFY EMPLOYEE’S NEXT GROWTH

What are the key developmental inputs required such as enhanced responsibilities, training needs, job rotation, special projects, etc.

Please enumerate.

1.

2.

3.

REMARKS AND SUGGESTIONS IF ANY:

Potential Successor to Employee

Name Current Designation Readiness

Immediate head: ____________________ Signature: ___________________________

Date: _________________

Head of Department: ________________ Signatures: _________________________

Date: _________________

HR Department: ____________________ Signatures: __________________________

Date: _________________




APPENDIX - 16

LWMC/HR-16

TRAINING EVALUATION FORM

Venue : Date of Training:

Title Of Course:

Name Of Trainer

NAME: _______________________________ Phone: _______________________________ DESIGNATION:_________________________ Email:________________________________

Rate Your Knowledge and Skill Level (circle your rating)

Before this course: Low-------------High 1 2 3 4 5

After this course: Low--------------High 1 2 3 4 5

We are interested in your assessment of the training provided and would like to ask you to complete the form. For each statement, please check if you agree or disagree using a rating scale from “1” to “5”.

1= Strongly Disagree 2=Disagree 3=Neutral 4=Agree 5=Strongly Agree

Categories Check your response

Preparation 1 2 3 4 5

1. The invitation for the training stated the goals clearly

2. I was given enough information to prepare for the training

Content Delivery

3. The goals of the training were clearly defined

4. The topics covered were relevant

5. Each session stated the objectives clearly

6. There was sufficient opportunity for interactive participation

7. The format allowed me to get to know the other participants





8. The training was too technical and difficult to understand

9. The training experience will be useful in my work

10. I got most of my questions answered during the training

11. The materials were pitched at the right level

12. The materials for the training were helpful

13. The schedule for the training provided sufficient time to cover all of the proposed activities

14. The handouts provided were helpful

Facilitator:

15. The facilitators were knowledgeable about the topic

16. The facilitators were well prepared for the session

17. The facilitators encouraged active participation

18. The facilitators answered questions in a complete and clear manner

19. The facilitators used variety of training methods

20. The facilitators were respectful of the different skills and values presented by the participants

21. The facilitator modeled cross-sector collaboration

Facility

22. The meeting room and related facilities provided a comfortable setting for the training

23. The location for the training was convenient for me

24. The refreshments and food provided were of good quality

25. The tools and equipments during the sessions worked well

26. The sessions lasted about the right amount of time

General Satisfaction:

27. The goals of the training have been met

28. I am satisfied with my increased understanding of the topic

29. I was generally very satisfied with all aspects of this training event

30. I plan to keep in contact with professionals I met at the training

31. I plan to share the information I received during the training with other workers in my agency

32. The training provided me an opportunity to meet other professionals from different disciplines and backgrounds




33. I was satisfied with the variety of training methods used

How do you hope to change your practice as a result of this training?

What additional training would you like to have in the future?

Additional Comments:

SIGNATURE: _____________________




APPENDIX – 17

LWMC/HR- 17

PERFORMANCE DEVELOPMENT REVIEW FORM (FOR GRADE M-1 TO M-6)

A. PERSONAL DATA

Name of Employee: Job Title:

Staff Number: Type of Employment

Department: Date of Joining:

Appraisal Term (From) Location:

Appraisal Term (To) Grade:

Line Manager Name Date of review meeting

B. SELF ASSESSMENT BY THE EMPLOYEE

1) Objectives:

To what extent you met your objectives during the year List 4-5 of your major objectives for the year and evaluate your performance with marks 1-5. 1 = not attempted 2 = partially achieved 3 = largely achieved

4 = fully achieved 5 = exceeded expectations.

2) Achievement:

(List out 4-5 major achievements during the current year)

3) Training Needs:

(Identify areas in which you plan to improve your skill during the subsequent year).

4) Career Planning:

(State if you desire to stay with the company on long term basis specify field of your interest which you would like to develop further).

Employee Name/Signature:______________________________

Designation : _________________________________________

Date : __________________________________

Self – Assessment

Signature

Line Manager/ Reviewer

Assessment

Signature


Company




C. PERFORMANCE ANALYSIS

(BY LINE MANAGER)

1) Personal Attributes:

Excellent Very Good

Good Average Below Average

5 4 3 2 1

i. Honesty & Integrity

ii. Aptitude

iii Initiative & Drive

iv Perseverance and devotion to duty

v Leadership Qualities

vi Personal conduct & discipline

vii Loyalty and Commitment

Total in each Column

Grand Total Performance Rating

2) Professional Attributes:

Excellent Very Good Good Average Below

Average

5 4 3 2 1

i. Professional Knowledge

ii. Technical Competency

iii Work Performance

iv Analytical ability

v Interpersonal skills

vi Acceptance of responsibility

vii Foresight & Creativity

viii Ability to take decision

ix Goals Vs Targets achieved

x Team Work

xi Power of expression (oral)

xii Power of expression (written)




Excellent Very Good Good Average Below

Average

5 4 3 2 1

xiii Punctuality.

xiv Relationship with supervisors

xv Relationship with colleagues

xvi Relationship with subordinates

xvii Commercial awareness

xviii Work Quality

Total in each column

Grand Total Performance Rating

Instructions:

* For evaluating the Performance Rating, add total marks of each column; the grand total is than to be divided by the total Number of attribute i.e. 07 for Performance attributes and 18 for Professional attributes. This will give Performance rating of the individual for Personnel and Professional attributes as per Performance Rating Key mentioned below.

* For calculating overall Performance Rating: Add both PR and divide by 2 * Over All Performance Rating: (……)

Performance Rating Key:

4.60 >>>>>> 5.00 Excellent 4.00 >>>>>> 4.59 Very Good 2.80 >>>>>> 3.99 Good 1.60 >>>>>> 2.79 Average 0.00 >>>>>> 1.59 Below Average

D. COMMENTS

Line Manager‟s Comments:

Name/Signature




Departmental Head‟s Comments:

Name & Signature

E. EMPLOYEE INTERVIEW SESSION WITH REVIEWER

a) Key actions discussed and agreed:

Attributes 1st Quarter 2nd Quarter 3rd Quarter

1.Training/Coaching

2.Skill Development

3. Any other Target

b) Over all Performed Assessment Questioner (Status for the Year)

S/No Attributes Yes No

i Does the employee posses good interpersonal skill

ii Is he/she suitable for core team member

iii Can he/she be trained as specialist in his field

iv Can he/she be Trained as Project Manager

v Is he/she a candidate for high fly category

Reviewer’s Name & Signature




MD / GM Remarks

Name/Signature

FOR USE IN CAREER MANAGEMENT CELL/HR Date of receipt Have adverse/advisory remarks been communicated? Entry in records Name & Signature of record officer




APPENDIX – 18

LWMC/HR- 18

PERFORMANCE DEVELOPMENT REVIEW FORM (FOR GRADE M7-M11)

A. PERSONAL DATA

Name of Employee: Job Title:

Staff Number: Type of

Employment:

Department: Date of Joining:

Appraisal Term (From) Date of Birth:

Appraisal Term (To) Grade:

Line Manager Name Location:


Company




xiii. Team Player

Very cooperative as team member; contribute admirably to team efforts. Build effective team

Is a loner, shy‟s away from team work

xiv. Safety Consciousness

Extremely safety conscious always takes due preventive measures, initiates prompt remedial steps when required

Mostly careless/shows negligence in taking safety preventive measures.

xv. Punctuality at work

Highly Punctual and always on time

Very careless and mostly late for duties

xvi. Power of Expression (oral/Written).

Very confident and has convincing approach.

Weak expression not convincing.

xvii.Goals vs Targets achieved

Productive and delivers the assigned tasks

Non productive and Negligent

Total Score of each column

Grand Total:

Overall Performance.

Instructions: For evaluating the Performance Rating add total marks of each column, the grand total is than to be

divided by the total Number of attribute i.e. 17 this will give overall Performance rating of the individual.

Performance Rating Key:

4.60 >>>>> 5.00 Excellent

4.00 >>>>> 4.59 Very Good

2.80 >>>>> 3.99 Good

1.60 >>>>> 2.79 Average

0.00 >>>>> 1.59 Below Average

C. COMMENTS

Line Managers' Comments:

Name/Signatures

Departmental Heads' Comments:

Name & Signatures

MD Remarks:

Name & Signatures




APPENDIX – 19

LWMC/HR- 19

PERFORMANCE DEVELOPMENT REVIEW FORM (FOR NON MANAGEMENT GRADES)

Period From: To:

A. PERSONAL DATA

Name of Employee: Designation:

Department: Staff No:

Present Assignment: Date of

Joining:

Qualifications: Location:

B. SELF ASSESSMENT BY THE EMPLOYEE

(1). Objectives

(2). Achievements

(3). Future Plans Signature: Date:

C. ASSESSMENT BY/SUPERVISOR/REPORTING OFFICER :

Excellent A

V Good B

Good C

Average D

Poor E

Perseverance & Interest in Work

Punctuality in Duties

Sense of Responsibility

Out Put in Work


Company




General Remarks must indicate suitability for deployment: Name of In charge: Signature:_____________

(Reporting Officer) Date:_________________

HOD / MANAGERS REMARKS: Name: Signature:_____________

Date: ___________________





TRAVELLING ALLOWANCE BILL

Name:________________________ Person ID: ____________ Designation: _________________ Department: ______

Particulars of Journey and Destination

Kind of Journey

Journey by Road Journey by Rail Daily Allowance

Total Amount

Purpose of

Journey Remarks

Departure Date Time

Arrival Date & Time

No. of KM

Rate Amount Class No. of Fares

Amount No. of Days

Rate Amount

Department Head:____________________ Date:___________________ Approved by:_________________ Received:____________________





APPENDIX -21 LWMC/HR- 21

Clearance Certificate

Name: _____________________________________

Designation: __________________________________

Center: ____________________________

Date of submitting resignation letter: ___________________

Date of joining: ________________ Last Working day: ____________________

The above mentioned staff member is under clearance on transfer / resignation. Kindly indicate outstanding if any against his / her name.

Whether all dues cleared Certified by Name Sign & Date

Head of the department

Name: ______________

Designation: ___________

Comment Date Signature

Status of work assigned

Office files





Immediate Head

Name: ______________




Office files

Other Team Members

Name: ______________




Office files




System Administrator / Network Administrator

Name: ______________



User Id disabled

Email disabled

Finance department

Name: ______________



Travel Advance

Outstanding Loan




Administration Department

Name: ______________



Books

ID Card

Drawer / Cabin Keys

Mobile Phone

Car

Any other company asset




Human Resources Department

Name: ______________



Exit Interview

Reliving Formalities

Signature of HR-Manager

Date: ________________ Signature: ________________

Signature of Department Head

Date: ________________ Signature: ________________

Enclosures:

List of Documents handed over

List of Things Handed over




APPENDIX – 22

LWMC/HR- 22

EXIT INTERVIEW FORM

Employee

Name ______________________ Termination Date ______________________

Employee ID # ______________________ Eligible for Rehire [ ] Yes [ ] No Job Title ______________________ Region/Project

Reason for Leaving

Voluntary

Involuntary

[ ] Better Position [ ] Attendance [ ] Personal Reasons [ ] Violation of Company Policy [ ] Relocation [ ] Lay Off [ ] Retirement [ ] Management Discrimination [ ] Return to Province [ ] Company’s Policies [ ] Other_______________ [ ] Other_______________

Employee Comments:

GM Human Resources Comments:

Employee's Signature ____________________ Date: ____________________ Interviewer's Signature ____________________ Date: ____________________

Questionnaire 1. What are your primary reasons for leaving?

_______________________________________________________________________


Company




_______________________________________________________________________

_______________________________________________________________________

2. What did you find most satisfying about your job?

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

3. What did you find most frustrating about your job?

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

4. Were there any company policies or procedures that made your work more difficult?

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

5. Would you consider returning to this company in the future?

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

6. Would you recommend this company to a friend as a good place to work?

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

7. Is there anything the company could have done to prevent you from leaving?

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________


POOL CAR USE FORM

To:

Manager Administrator

Name:

Department: Designation:

Transport Required on: Day: Date:

Time:

Destination:


Company




LWMC Business: Others:

Remarks (Please give brief details of the visit):

Signature of Requester: Approval of Competent Authority

Date of Request:

-------------------------------------------------------------------------------------------------------------------

Department: Transport Services

Transport Provided: Yes / No on: Day: Date:

Transport Confirmed for:

Vehicle No: Driver

Name: Signature:

-------------------------------------------------------------------------------------------------------------------

Transport Confirmation Receipt

To: Department: Telephone No:

Transport Confirmed for:

Travel Date: Time: Pickup Address:

Signature: Date:





VEHICLE LOG BOOK

Vehicle No. ________________ Average per Liter ________________

Date Time Detail of

Journey Purpose of

Journey Name of Officer/

Official

Meter Reading Distance Covered

Signature P.O.L Drawn

Remarks From To From To





APPENDIX – 25

LWMC/HR- 25

VEHICLE SERVICE RECORD TOTAL SERVICE COSTS:

OWNER NAME: MODEL:

FOR PERIOD: VEHICLE MAKE: LICENSE NO:

YEAR:

DATE:

KMS:

SERVICE: COST OF SERVICE

Change oil

Lubricate chassis

Change oil filter

Change air filter

Change transmission fluid

Flush cooling system

Add antifreeze

Align wheels

Rotate tires

Replace tires

Adjust brakes

Tune engine

Other service

Other service

TOTAL:





APPENDIX – 26

ORGANOGRAM

BOARD OF DIRECTORS

Internal Auditor

Managing Director

GM Procurement &

Contract

Manager Communication

Manager QA/QC

GM Operations

GM (HR&A)

Manager Administration

Asstt. Manager HR

Assistant Manager

Assistant Manager

Manager HR

Asstt.Mngr.

Admin

Asstt. Mngr.

Collection

Asstt. Mngr.

Transport

Manager MSWM

Dy. Manager MSWM (20)

Sr. Manager Planning

Manager Workshop

Asst. Manager

Manager MIS

Asst. Manager

Manager Treatment & Disposal

Asst. Manager

Manager Transfer Station

Asst. Manager

Dy. Manager MSE

Asst. Manager

Dy. Manager H& SH Waste

Asst. Manager

Dy. Manager Industrial Waste

Asst. Manager

Dy. Manager Construction&

Demolition Waste

Asst. Manager

Dy. Manager R & D

Asst. Manager

Dy. Manager Planning

Asst. Manager

CFO

Sr. Manager Finance

Dy. Manager

Asstt. Mngr.

Accounts

Asstt. Mngr.

Finance

Manager Procurement

Asst. Manager

Manager Contracts

Asst. Manager





APPENDIX – 27

LIST OF S.W.M EMPLOYEES

SR # Grades Designations

1 District Officer (S.W.M) 18

2 District Officer (Workshop-11) 18

3 Assistant District Office (Sanitation) 17

4 Deputy District Officer (Account &Finance) 17

5 Deputy District Officer (Admin) 17

6 Chief Sanitary Inspector 16

7 Office Superintendent 16

8 Revenue Officer 16

9 Pool Officer 15

10 Private Secretary 15

11 Assistant Superintendent Sanitation 15

12 Assistant Accountant 14

13 Office Assistant 14

14 Steno Typist 11

15 Sub Engineer 11

16 Sub Engineer 11

17 Sanitation Officer 11

18 Account Clerk 11

19 Sub Engineer 11

20 Forman 10

21 Steno Typist 10

22 Load Driver 9

23 Load Operator 9

24 Motor Vehicle Inspector 9

25 Account Clerk 9

26 Bus Driver 8

27 Bulldozer Operator 8

28 Driver 8

29 Sanitary Inspector 8

30 Driver 8

31 Diesel Mechanic 7

32 Telephone Operator 7

33 Junior Clerk 7

34 Tracer 7


Company




SR # Grades Designations

35 Junior Clerk 7

36 Sewer Inspector 6

37 Assistant Sanitary Inspector 6

38 Market Inspector 6

39 Veterinary Compounder 6

40 Assistant Superintendent 5

41 Naib Darogha 5

42 Mechanic 5

43 Gate Keeper 5

44 Sewer Inspector 5

45 Store Keeper 5

46 Auto Mechanic 5

47 Denture 5

48 Electrician 5

49 Welder 5

50 Tractor Driver 5

51 Black Smith 4

52 Carpenter 4

53 Plumber 4

54 Fitter Operator 4

55 Metal Worker 4

56 Darogha 4

57 Sanitary Jamadar 3

58 Naib Darogha 2

59 Naib Qasid 2

60 Cattle Attendant 1

61 Helper 1

62 Lorry Baildar 1

63 Lorry Cleaner 1

64 Cleaner 1

65 Qulee 1

66 Service Man 1

67 Gariban 1

68 Sanitary Worker 1

69 Watch Man 1

70 Water Carrier 1

71 Water Carrier (Part Time) 0

72 Sanitary Worker (Part Time) 0

73 Work Charge 0




APPENDIX - 28

FLOW CHARTS


Company




APPENDIX - 29

LIMITS OF EXPENSES

DETAILS OF TRAVEL EXPENSES, CONVEYANCE ALLOWANCES AND DAILY ALLOWANCES

Grades Category

Classifications Designations Air Train Car Hotels

DA (Loc)

DA (Int)

Board of Directors

Eco Class

N/A

Official Vehicle along with fuel as per actual consumption

5 Star 2000 $100

Consultant

(Senior Staff) Eco

Class N/A


5 Star - -

Consultants (Jr. Staff)

Eco Class

N/A


4 Star - -

M-1 1st Category Managing Director

Eco Class

NA

Official Vehicle. In case personal vehicle @ 12 Rs.

/ KM or reimbursement

on production of actual bill

whichever is less

5 Star 2000 $100

M-2 1st Category DY. Managing Director/COO

Eco Class

NA

Official Vehicle. In case personal vehicle @ 12 Rs. / KM or reimbursement on production of actual bill whichever is less

5 Star 2000 $100

M-3 1st Category Snr. General

Manager Eco

Class NA


5 Star 2000 $100

M-4 2nd Category GM /CFO Eco

Class NA


4 Star 1500 $75


Company




Grades Category

Classifications Designations Air Train Car Hotels

DA (Loc)

DA (Int)

M-5 2nd Category Dy. General

Manager Eco

Class NA


4 Star 1500 $75

M-6 2nd Category Senior

Manager Eco

Class NA


4 Star 1500 $75

M-7 3rd Category Manager Eco

Class NA


4 Star 1000 $75

M-8 3rd Category Dy. Manager Eco

Class NA


4 Star 1000 $75

M-9 3rd Category Assistant. Manager

Eco Class

NA


4 Star 1000 $75

* In case of personal Motor Cycle, (on prior approval) reimbursement on production of bill or

Rs. 5 per KM whichever is less.




FUEL CONSUMPTION LIMITS

Grades Category

Classifications Designations

Monthly Fuel Limits Per Month (Litre)

M-1 1st Category Managing Director As per Actual

M-2 1st Category DY. Managing Director/COO As per Actual

M-3 1st Category Snr. General Manager 300

M-4 2nd Category GM /CFO 300

MONTHLY MOBILE USAGE LIMITS

Designation / Grade

International Roaming Facility

Monthly Limit

Usage Telephone

Set

Managing Director Yes As per Actual

Personal & Business Executive

General Mangers Yes 5000 Personal & Business Executive

Senior Managers Yes 3500 Personal & Business Standard

Managers Yes 2000 Personal & Business Standard

Lower Staff No 1000 Personal & Business Standard

Pool Use No N/A Business Economical

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