Human Resource Manual

INTRODUCTION

This manual is a summary of policies, procedures and practices related to Human resource management at MUKONO DISTRICT NGO FORUM. The Chairperson of the NETWORK is accountable for leading an effective staff team and is thereby accountable for the development and implementation of the policies outlined in this manual. Coordinators are responsible for Human resources management within their own staff teams and should reference this manual to ensure organizational constituency in the application of these practices.

The human resources coordinator is responsible for the maintaining the procedures and systems which support human resource management for the organization and is available to answer any questions or provide clarification on any content of this manual.

STATEMENT OF PHILOSOPHY

MUKONO DISTRICT NGO FORUM wishes to maintain a work environment that fosters personal and professional growth for all employees. Maintaining such an environment is the responsibility of every staff person. Because of their role, coordinators and supervisors have the additional responsibility to lead in a manner which fosters an environment of respect for each person.

It is the responsibility of all staff to:

  • Foster cooperation and communication among each other
  •  Treat each other in a fair manner, with dignity and respect
  •  Promote harmony and teamwork in all relationships
  •  Strive for mutual understanding of standards for performance expectations and communicate routinely reinforce that understanding
  • Encourage and consider opinions of other employees or members, and invite their participation in decisions that affect their work and their careers
  • Seek to avoid workplace conflict, and if it occurs, respond fairly and quickly to provide the means to resolve it
  • Encourage growth and development of employees by helping them achieve their personal goals at the MUKONO DISTRICT NGO FORUM and beyond
  • Administer all policies equitably and fairly, recognizing that jobs are different but each is important; that individual performance should be recognized and measured against predetermined standards; and that each employee has the right to fair treatment.
  • Recognize that employees in their personal lives may experience crisis and show compassion and understanding

VISION

“A United and productive Civil Society Organization in Mukono District for sustainable development of marginalized communities”

MISSION

“To build and enhance Network mechanism of Civil Society Organizations in Mukono District through lobbying, Advocacy, capacity building & Partnership development for effective service delivery”

EMPLOYMENT AT MUKONO DISTRICT NGO FORUM

Employment Equity

MUKONO DISTRICT NGO FORUM is an equal opportunity employer and employs personnel without regard to race, ancestry, place of origin, colour, ethnic origin, language, citizenship, creed, religion, gender, sexual orientation, age, marital status, physical and financial ability. While remaining alert and sensitive to the issue of fair and equitable treatment for all, MUKONO DISTRICT NGO FORUM has a special concern with the participation and advancement of members of three designated groups that have been disadvantaged in employment: women, people living with HIV and persons with disabilities.

Recruitment and selection

All employment opportunities at MUKONO NETWORK are advertised in the media, public notice boards and /or posted on MUKONO DISTRICT NGO FORUM website and on the websites of affiliated organizations. Occasionally, they are posted on employment websites or with an employment agency. Applications are encouraged from current employees but will be screened in the same manner as applications received from outside applicants.

Applicants are invited to submit their application, along with current Curriculum Vitae, demonstrating that they meet the minimum criteria for the position being sought. At the closing date, all applications are screened, and candidates selected for interview are contacted. If the interview is positive, references will be contacted. Depending on the feedback provided, a position may be offered to the applicant.

Nepotism

No candidate shall be hired for a position where they may report to, or supervise a member of their immediate family. Immediate family is defined as: parent(s), step parent(s), foster parent(s), sibling(s), grandparent(s), spouse, children, step child(ren), father- in –law. Personal relationships with other employees or members of the

MUKONO DISTRICT NGO FORUM’s Executive Committee should be disclosed prior to accepting any offer from the employer. Failure to disclose this information would be considered contradictory to the Code of Ethics and Integrity policy.

Orientation

All new employees to MUKONO DISTRICT NGO FORUM hall receive an orientation session which will encompass an overview of general policies, procedures and operations. This will also provide employees, new to a position or MUKONO DISTRICT NGO FORUM, an opportunity to learn the performance expectations management has with regard to the position in question. They will be given a copy of this Employee handbook and will be expected to learn its content. They will also make aware of policies such as, Code of Ethics, and asked to sign off on their adherence to same.

Employee classifications

Each position at MUKONO DISTRICT NGO FORUM shall be classified as either Administrative or Management in nature, as determined by the Executive Committee. This will correspond to the organizations management structure shown in the organogram.

Employee Duties

Attached to an offer of Employment, is a description of the job and the associated responsibilities, along with any additional tasks possibly required. This document will be used to evaluate performance both during the probation period and after. If an employee is unsure of its contents, they should not hesitate to ask for clarification. From time to time, it may be necessary to amend an employee’s job description. These amendments may be discussed with the employ in advance however, the final decision on implementation will be made by management.

Personnel file

MUKONO DISTRICT NGO FORUM does collect personal information for inclusion in personnel file. This information is available to the employee, the Executive Chairperson and the Human Resources Coordinator. This information is kept in a secure location, and is not shared with members of our Board or with our funders. Information which is contained in an employee’s personnel file includes the following: Curriculum Vitae, letter of offer, performance reviews, and amendments to job descriptions, disciplinary notices, tax forms, medical history and approved leave requests.

Probation

The first six (6) months of employment are probationary. During this time both parties may access suitability for employment with the employer. This also provides management an opportunity to access skill levels and address areas of potential concern.

During the first ninety (90) days of the probationary period, employment may be terminated by either party for any reason whatever, without cause, and without notice or payment in lieu of notice, except as may be minimally prescribed by this policy as may be amended from time to time.

Upon satisfaction of the requirements. As amended, the employer shall have satisfied any and all obligations to the employee, as amended, or Employment act. At the completion of the probation period, the employee and employer shall meet and review progress to date. At this time one of the three things will occur:

  •  Probation will end
  • Probation may be extended for an additional three months
  • Employment will end

Monthly salary

Salaries shall be determined by the Executive Committee, based on budget considerations and commensurate with the experience of the successful candidate. The organization shall pay employees on monthly basis, less the usual and necessary statutory and other deductions payable in accordance with the Employer’s standard payroll practices.

Performance Appraisals

The performance review document will be a living document for each employee. Each employee will be responsible for developing their respective work plan for the year. This plan will be reviewed by Management and amended as necessary. At the time of the performance appraisal, the employer and employee will review the objectives and results achieved. Throughout the year, the employee and employer may refer to this document to track progress made toward objectives, highlight areas of concern and indicate challenges identified along the way.

Once complete, both parties shall sign off on the final document and it shall be added to the employee’s personnel file.

Professionalism

When representing MUKONO DISTRICT NGO FORUM staff should dress and behave appropriately. Employees should choose to dress in a manner which presents a professional image to the public and is respectful of others. Use of abusive language is neither professional nor respectful to co-workers and will not be tolerated.

Discipline

Discipline at MUKONO DISTRICT NGO FORUM shall be progressive, depending on the nature of the problem. Its purpose is to identify unsatisfactory performance and / or unacceptable behavior. The stages may be:

  • Verbal reprimand
  • Written reprimand
  • Dismissal

Some circumstances may be serious enough that all three steps are not used. Some examples of these types of situations are theft, assault or willful neglect of duty. In all cases, documentation should be included in the employees personnel file.

Hours of work

The regular office hours for MUKONO DISTRICT NGO FORUM are 8 am to 5:00pm.

  • Monday through Friday inclusive (excluding holidays) employees may also be expected to work such other hours as may be requested or required, from time to time.
  • Employees hired on a part time basis will have schedules determined on a case by case basis.
  • Employees are required to notify supervisor, in advance, of planned days away from the office. Unplanned absences from the office should be reported to the employee’s supervisor as soon as could reasonably be expected. At the discretion of the Executive Chairperson, depending on circumstances, employees may be allowed to work from home for specific periods of time. As a courtesy, the Administrative Assistant should also be notified of absences.

Statutory Holidays

The Ministry of Public Service has thirteen (13) public holidays and other days for which staff will be paid. They are:

  • New Year’s Day
  • Heroes day
  • Liberation day
  • Labour Day
  • Women’s day
  • Martyrs day
  • Good Friday
  • IDd Eliifitir
  • Easter Monday
  • Christmas Day
  • IDd aduha
  • Boxing day
  • Independence Day

In the spirit of family, the Executive Committee reserves the right to close the office between Christmas and New Year’s to enable employees to spend time with their families. This will be reviewed annually and will depend on operational requirements.

These non-statutory days will have no impact on employee LE or leave time.

Overtime

No overtime payment will be paid for, however on approval of the supervisor facilitation for meals and transport will be provided in case a staff works long hours than stipulated in this policy. In case of working on a week end, compensation will be done on any other working day or can be added on the annual leave days.

Departure

Termination for cause

An employment contract may be terminated by the Employer at any time for cause, giving a notice of one month or an equivalent in payment. This is exception of acts of dishonesty, breach of confidentiality, harassment and insubordination.

Resignation

This will be according to the Employment act of 2006 however employees will give reasonable time including hand over processes. The employer may waive the resignation notice period in whole or in part at any time by providing payment of regular wages for the period so waived.

Layoff

Operation requirements are subject to change based on workload and the funding levels received on an annual basis. All efforts will be made to keep staff in a position similar, in scope and salary, to that they have become accustom to. If the organization is unable to do this, then employees will receive one (1) months notice.

Employer Property

Upon termination of employment for any reason, all items of any kind created or used pursuant to the employee’s service or furnished by the Employer including but not limited to computers, reports, files, diskettes, manuals, literature, confidential information, or other materials shall remain and be considered the exclusive property of the employer at all times, and shall be surrendered to the Executive Committee chairperson. In good condition, promptly and without being requested to do so.

TIME AWAY FROM WORK

Leave Time and Leave Pay

  • Leave will accumulate on the basis of 12 days per month to a maximum of Twenty five (25) days per calendar year.
  • As leave is designed to give employees a chance to rest and rejuvenate, therefore taking leave is encouraged by the employer. For this reason, there is no payment for not taking ones leave and employees may only carry five (5) days from one year to the next except exceptional circumstances. These days should be used during the 90 days of the New Year.

Sick leave

Employees will be entitled to twelve (12) days of sick leave per calendar year accumulated on the basis of 1 day per month. A maximum of twelve (12) days of sick leave may be carried forward to the next calendar year so that an employee shall have no more than twenty four (24) days in any one calendar year. Any additional sick leave accumulated will be forfeited. Moreover, regardless of the amount of sick leave accumulated, sick leave will not be paid out upon resignation, retirement, or termination of employment for any reason. Furthermore, sick leave has no cash value, employees may not use more than they have accumulated, without the express written permission of the executive Committee Chairperson. Employees working less than full time will have their rate of accumulation adjusted accordingly. Sick leave can be personal illness, personal medical appointments, and visits to specialists.

The employer reserves the right to request information with respect to limitations, restrictions, prognosis in such manner as it deems necessary in the circumstances with respect to any request for paid or unpaid sick leave. The employer also reserves the right to request a doctor’s note for absences of three (3) days or longer.

Compassionate leave

MUKONO DISTRICT NGO FORUM will grant up to five (5) working days per event on the occasion of a death in the staff member’s immediate family. Immediate family is defined as: parent (s), step parent(s), foster parent(s), sibling(s), grandparent(s), spouse, children, step child (ren) or ward of the staff member, father-in-law or mother- in-law.

Additional compassionate leave may be granted at discretion of the Executive Committee Chairperson for reasons not covered elsewhere in this manual. These requests should be discussed in person with the Executive Committee Chairperson and followed by a written submission.

Maternity and paternity leave

Maternity/ paternity and other government supported leave shall conform to the provisions of the employment Act. The full period of the leave is granted with full pay.

Unpaid leave

Employees may take unpaid leave with the written consent of the Executive Committee chairperson. During periods of unpaid leave, medical coverage shall continue to be paid by the employer.

Benefits

If MUKONO DISTRICT NGO FORUM has agreed to pay for a course the fees will be paid on evidence that the staff is undergoing the training/ course. If MUKONO DISTRICT NGO FORUM sponsors a professional course (or course) that takes a duration of more than one year and the employee departs MUKONO DISTRICT NGO FORUM within a year of completion, the course fees will become repayable in full.

Confidential information and intellectual property.

Confidential information

From time to time, employees of MUKONO DISTRICT NGO FORUM may come into contact with confidential information, including but not limited to information about MUKONO DISTRICT NGO FORUM members, suppliers, finances and business plans. Employees are required to keep any such matters that may be disclosed to them or learned by them confidential.

Furthermore, any such confidential information, obtained through employment with MUKONO DISTRICT NGO FORUM must not be used by an employee for personal gain or to the further an outside enterprise.

Intellectual property

Any intellectual property, such as trademarks, copyrights and patents, and any work created by an employee in the course of employment at MUKONO DISTRICT NGO FORUM shall be the property of MUKONO DISTRICT NGO FORUM and the employee is deemed to have waived all rights in favour of MUKONO DISTRICT NGO FORUM.

  • Work, for the purpose of this policy refers to written, creative or media work. All source material used in presentation or written documents must be acknowledged.
  • IT Information Storage and Security
  • Any storage devices (CD’s, USB’s, Floppy Discs) used by employees at MUKONO

DISTRICT NGO FORUM, located at MUKONO DISTRICT NGO FORUM address, acknowledge that these devices and their contents are the property of MUKONO DISTRICT NGO FORUM. Furthermore, it should be understood by employees, that company equipment should be used for company business only during normal working hours. Downloading of personal materials on company equipment can be harmful to said equipment and should not be done.

Health and safety

MUKONO DISTRICT NGO FORUM along with its employees must take reasonable precautions to ensure that the work place is safe. The organization complies with all requirements for creating a healthy and safe workplace in accordance with the occupational and health safety act of Uganda.

Alcohol consumption or illegal drug use is not permitted during work hours on the premises. From time to time, with the Executive Director’s permission, alcohol may be used to celebrate an occasion/ event.

Smoke Free Environment

Smoking in the offices of MUKONO DISTRICT NGO FORUM is not permitted at any time. An ‘enclosed workplace is defined as the inside of any place, building or structure or conveyance or a part of any of them that a ) is covered by a roof or b) employees work in frequent during the course of their employment whether or not they are acting in the course of their employment at the time, and c) is not primarily a private dwelling.

Sexual Harassment

MUKONO DISTRICT NGO FORUM wants to provide a harassment-free environment for its employees and volunteers. Mutual respect, along with cooperation and understanding, must be the basis of interaction between members and staff. MUKONO DISTRICT NGO FORUM will neither tolerate nor condone behavior that is likely to undermine the dignity or self-esteem of an individual, or create an intimidating, hostile or offensive environment.

There are several forms of harassment but all can be defined as any unwelcome action by any person, whether verbal or physical, on a single or repeated basis which humiliates insults or degrades. “Unwelcome”, for the purposes of this policy, refers to any action which the harasser knows or ought to reasonably know is not desired by the victim of the harassment. Sexual harassment is any unwanted attention of a sexual nature such as remarks about appearance or personal life, offensive written or visualactions like degrading pictures, physical contact of any kind, or sexual demands.

Work place Violence.

Workplace violence can be defined as a threat or an act of aggression resulting in physical or psychological damage, pain or injury to a worker, which arises during the course of work. Further to the definition of violence, is the definition of abuse. Abuse can be verbal, psychological or sexual in nature. Verbal abuse is the use of unwelcome, embarrassing, offensive, threating or degrading comments. Psychological abuse is an act which provokes fear or diminishes a person’s dignity or self- esteem.

Finally, sexual abuse is any unwelcome verbal or physical advance or sexually explicit statement.

Dispute resolution

Regrettably, conflict can occur in any working environment. In an effort to resolve conflict in an expedient, yet fair manner, MUKONO DISTRICT NGO FORUM recommends the following process for conflict or dispute resolution.

  • Speak to person you are having the dispute with. Many times disputes arise due to misunderstandings and miscommunications.
  • If speaking to the individual does not work, speak to the Executive Committee Chairperson. The Executive Committee Chairperson will arrange a meeting between those involved in the dispute, to determine a resolution.
  • If the Executive Committee Chairperson is unable to resolve a workplace dispute, the parties may be referred to mediation by an outside third party. The resolution of the mediator is binding on both parties of the dispute.

Review of the policy

This policy document will be reviewed any time as need arises in the interest of both the organization and employees.

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