Annexes

ANNEXURE A: JOB GRADE & SALARY SCALE

HUMAN ASSISTANCE FOR DEVELOPMENT INITIATIVE (HADI)
Effective Date: [Date]
Version: 1.0

1. PURPOSE

To establish a transparent, equitable, and structured job grading and salary scale system that supports internal equity, external competitiveness, and career progression within HADI.

2. JOB GRADING STRUCTURE

Positions are categorized into grades based on job complexity, responsibility, required qualifications, experience, and impact on organizational objectives. Each grade has a corresponding salary range.

GRADE STRUCTURE:

Grade	Category	Typical Positions	Key Characteristics
A1	Executive Leadership	Chief Executive Officer (CEO)	Overall strategic & operational accountability. Reports to Board. Highest decision-making authority.
A2	Senior Management	General Manager, Senior Manager Operations	Heads major functions/departments. Strategic contribution. Manages multiple managers/projects.
B1	Managerial	Manager Finance, Manager PMER, Manager Logistics & Support, Manager HRD, Manager Admin	Heads a core department/unit. Full operational responsibility for a function. Manages professional staff.
B2	Professional / Coordinator	Social Media Manager, Finance Officer, M&E Officer, Procurement Officer, HR Officer, Admin Officer	Specialized professional role. May supervise support staff. Implements departmental plans.
C1	Skilled Support / Field Staff	Field Coordinator, Driver (Senior), Data Entry Operator, Account Assistant	Skilled technical or field-based role. Specific technical skills required. Limited supervision of others.
C2	Support Staff	Office Boy, Guard, Driver, Cleaner	Entry-level operational/support roles. Directly supervised. Follows specific instructions.

3. SALARY SCALE & COMPENSATION

Salary ranges are defined for each grade with a minimum, midpoint, and maximum. Entry is typically at the minimum, progressing based on performance and tenure.

MONTHLY GROSS SALARY RANGES (PKR) - SAMPLE STRUCTURE
(Note: Figures are illustrative. Actual amounts must be market-aligned and budget-approved.)

Grade	Minimum (PKR)	Mid-Point (PKR)	Maximum (PKR)	Typical Allowances*
A1	350,000	400,000	450,000	Vehicle, Fuel, Communication, Medical (Self + Family), Provident Fund
A2	250,000	285,000	320,000	Fuel, Communication, Medical (Self + Family), Provident Fund
B1	150,000	175,000	200,000	Communication, Medical (Self + Family), Provident Fund
B2	80,000	95,000	110,000	Communication, Medical (Self), Provident Fund
C1	45,000	55,000	65,000	Field Travel Allowance (if applicable), Medical (Self)
C2	30,000	35,000	40,000	Uniform Allowance (if applicable)

Allowances are subject to specific policy and role requirements.

3.1 Salary Placement: Upon hiring, HR, in consultation with the hiring manager, will place the candidate within the grade's salary range based on verified experience, qualifications, and internal equity.
3.2 Annual Increment: Based on annual performance appraisal rating (See Annexure G). Typically 5-10% of basic salary, within the grade range, subject to budget.
3.3 Promotion Increase: Upon promotion to a higher grade, salary will be adjusted to at least the minimum of the new grade, or a 10-15% increase, whichever is higher.
3.4 Salary Review: The entire salary scale will be reviewed every two years against market surveys and inflation indices.

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ANNEXURE B: CODE OF CONDUCT (DETAILED)

HUMAN ASSISTANCE FOR DEVELOPMENT INITIATIVE (HADI)
Effective Date: [Date]
Version: 1.0

All HADI staff are required to uphold the highest ethical and professional standards.

1. PROFESSIONAL INTEGRITY

• Act with honesty, fairness, and impartiality.

• Avoid conflicts of interest; declare any personal, financial, or familial interest that may influence work decisions.

• Do not accept gifts, favors, or hospitality that could influence or appear to influence decisions. Token gifts of nominal value must be reported to the supervisor.

• Use HADI resources (funds, vehicles, equipment) efficiently and only for official purposes.

2. RESPECT FOR PEOPLE

• Treat all individuals—colleagues, beneficiaries, partners, communities—with dignity, respect, and without discrimination.

• Foster a supportive, collaborative, and harassment-free work environment.

• Respect cultural norms and traditions of the communities we serve.

3. ACCOUNTABILITY & TRANSPARENCY

• Be accountable for decisions, actions, and use of resources.

• Maintain accurate records and report data truthfully.

• Cooperate fully with internal and external audits, evaluations, and investigations.

4. CONFIDENTIALITY

• Safeguard confidential information related to HADI, its staff, donors, and beneficiaries.

• Do not disclose personal data of beneficiaries without informed consent and a legitimate program purpose.

• Maintain confidentiality after separation from HADI.

5. MEDIA & PUBLIC COMMUNICATIONS

• Only designated spokespersons (CEO, GM) may make official statements to media. Refer all media inquiries to them.

• Personal social media activity must not disclose confidential information, malign HADI, or violate its values.

6. POLITICAL & RELIGIOUS NEUTRALITY

• HADI is non-political and non-sectarian. Staff shall not engage in political or religious proselytizing while representing HADI.

• HADI’s assistance is based on need alone, without affiliation to any political or religious group.

7. SAFEGUARDING & ZERO TOLERANCE

• STRICT ADHERENCE to the PSEA & Anti-Harassment Policy and Child Protection Policy is mandatory.

• Exploitative, abusive, or harassing behavior is grounds for immediate dismissal.

8. COMPLIANCE WITH LAWS & POLICIES

• Comply with all applicable laws of Pakistan and host communities.

• Adhere to all HADI policies, manuals, and procedures.

BREACH OF THIS CODE: Will result in disciplinary action under Annexure E: Disciplinary Rules & Offences.

ACKNOWLEDGEMENT: I have read, understood, and agree to abide by this Code of Conduct.
Signature: _________________________
Name: _________________________
Date: _________________________

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ANNEXURE C: PSEA & ANTI-HARASSMENT POLICY

HUMAN ASSISTANCE FOR DEVELOPMENT INITIATIVE (HADI)
Effective Date: [Date]
Version: 1.0

1. POLICY STATEMENT

HADI has ZERO TOLERANCE for Sexual Exploitation and Abuse (SEA) and harassment in any form. All staff, volunteers, partners, and contractors are required to adhere to this policy. We are committed to creating and maintaining an environment that prevents SEA and harassment and promotes the dignity, safety, and well-being of all individuals.

2. DEFINITIONS

• Sexual Exploitation: Any actual or attempted abuse of a position of vulnerability, differential power, or trust for sexual purposes. This includes profiting monetically, socially, or politically from the sexual exploitation of another (e.g., transactional sex, "sex for aid").

• Sexual Abuse: The actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

• Harassment: Unwelcome conduct (verbal, physical, visual) based on gender, race, religion, etc., that creates an intimidating, hostile, or offensive work environment. Includes sexual harassment (unwanted sexual advances, requests for favors, other verbal/physical conduct of a sexual nature).

3. PROHIBITED CONDUCT

Staff and associates MUST NOT:

• Engage in any sexual activity with anyone under the age of 18, regardless of local age of consent.

• Exchange money, employment, goods, services, or assistance for sexual favors.

• Engage in any sexual relationship with beneficiaries due to inherent power imbalance.

• Engage in unwelcome sexual advances, requests for favors, or sexually charged verbal/physical conduct.

• Create a hostile work environment through harassment.

4. REPORTING OBLIGATION

• Mandatory Reporting: All staff have a duty to report any suspicion or incident of SEA or harassment they witness, hear about, or have reason to believe has occurred.

• Safe Reporting Channels: Reports can be made to:

  • PSEA/Protection Focal Point: [Name, Contact Number, Email]

  • Manager HRD: [Contact]

  • CEO: [Contact]

  • Anonymous Complaint Box: Located at Office Entrance.

• Protection from Retaliation: HADI prohibits retaliation against anyone who reports in good faith. Retaliation is a disciplinary offence.

5. RESPONSE & INVESTIGATION

• All reports will be treated with urgency, confidentiality, and sensitivity.

• An Investigation Committee (comprising the PSEA Focal Point, Manager HRD, and a senior manager of the opposite gender where appropriate) will be formed within 48 hours.

• The investigation will be fair, impartial, and respect the rights of all parties.

• Interim measures (e.g., administrative leave) may be taken to protect involved parties during investigation.

6. DISCIPLINARY ACTION

• Substantiated allegations will result in disciplinary action up to and including SUMMARY DISMISSAL.

• Criminal acts will be reported to law enforcement authorities.

• Partner organizations will be informed of violations by their staff.

7. TRAINING & AWARENESS

All staff will receive mandatory training on this policy upon induction and annually thereafter.

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ANNEXURE D: CHILD PROTECTION & SAFEGUARDING POLICY

HUMAN ASSISTANCE FOR DEVELOPMENT INITIATIVE (HADI)
Effective Date: [Date]
Version: 1.0

1. POLICY STATEMENT

HADI is committed to the protection and safeguarding of all children (under 18) and vulnerable adults we come into contact with through our work. We will take all reasonable steps to prevent harm, abuse, neglect, and exploitation.

2. PRINCIPLES

• Child's Best Interest: Paramount in all actions concerning children.

• Zero Tolerance: For harm, abuse, or exploitation of children and vulnerable adults.

• Do No Harm: Ensure our programs and actions do not inadvertently put children at risk.

• Accountability: To children, communities, and donors for creating safe environments.

3. STANDARDS OF BEHAVIOR FOR STAFF

All staff and associates MUST:

• Treat all children with respect and dignity.

• Ensure another adult is present when interacting with children in private.

• Use positive, non-violent discipline methods. Corporal punishment is strictly prohibited.

• Obtain informed consent from a parent/guardian and the child (age-appropriate) for photographs/videos.

• Dress appropriately and use appropriate language.

MUST NOT:

• Physically, sexually, or emotionally abuse or neglect a child.

• Develop inappropriate relationships with children.

• Hire children for domestic or other work which is exploitative.

4. SAFE RECRUITMENT

• All positions involving contact with children require enhanced background checks, including police verification where possible.

• References will be specifically asked about suitability to work with children.

5. REPORTING PROCEDURES

• Any concern or allegation of child abuse must be reported IMMEDIATELY to the Child Protection Focal Point ([Name, Contact]).

• Reports can be made by anyone (staff, beneficiary, community member).

• The Focal Point will ensure immediate safety of the child and follow a strict Response Protocol involving senior management, relevant authorities (e.g., Child Protection Unit), and partners, while maintaining confidentiality.

6. PROGRAMMATIC SAFEGUARDING

All programs will be designed and monitored through a child safeguarding lens to identify and mitigate risks.

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ANNEXURE E: DISCIPLINARY RULES & OFFENCES

HUMAN ASSISTANCE FOR DEVELOPMENT INITIATIVE (HADI)
Effective Date: [Date]
Version: 1.0

CLASSIFICATION OF OFFENCES & PENALTIES

I. GROSS MISCONDUCT (May lead to Summary Dismissal on first offence)

1. Theft, fraud, or deliberate falsification of records.

2. Gross negligence causing serious loss, damage, or injury.

3. Serious violation of PSEA, Anti-Harassment, or Child Protection Policies.

4. Being under the influence of drugs/alcohol during work hours.

5. Gross insubordination or assault on colleagues/beneficiaries.

6. Serious breach of confidentiality with severe consequences.

7. Corruption or bribery.

II. MAJOR MISCONDUCT (May lead to Final Written Warning, Suspension without pay, Fine, or Dismissal)

1. Repeated minor offences after a written warning.

2. Unauthorized absence for 3 consecutive working days.

3. Negligence causing minor loss/damage.

4. Minor violation of safeguarding policies.

5. Smoking in prohibited areas.

6. Misuse of organizational property/assets.

7. Disrespectful or abusive language.

III. MINOR MISCONDUCT (May lead to Verbal or Written Warning)

1. Habitual late coming or early departure.

2. Minor neglect of duties.

3. Untidiness of work area.

4. Failure to follow instructions/procedures (non-critical).

DISCIPLINARY PROCEDURE

1. Report & Preliminary Inquiry: Supervisor/HR documents alleged misconduct.

2. Written Explanation: Employee is served a written charge and given 48 hours to submit a written explanation.

3. Suspension: With pay, if necessary during investigation for serious cases.

4. Enquiry Committee: For Major/Gross misconduct. Holds proceedings, interviews parties, collects evidence.

5. Decision & Penalty: Management decides based on enquiry report. Employee is informed in writing.

6. Right to Appeal: Employee can appeal in writing to the CEO within 7 days of decision.

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ANNEXURE F: LEAVE APPLICATION FORM

HUMAN ASSISTANCE FOR DEVELOPMENT INITIATIVE (HADI)
Form: HADI/HR/Leave/01

SECTION A: APPLICANT DETAILS
Employee Name:	___________________________
Designation/Department:	___________________________
Employee ID:	___________________________
SECTION B: LEAVE DETAILS
Type of Leave:	( ) Annual ( ) Sick ( ) Casual ( ) Maternity ( ) Other: _
Leave From (dd/mm/yyyy):	___________________________ To: ___________________________
Total Number of Days:	___________________________
Reason for Leave:	___________________________
Contact Number During Leave:	___________________________
SECTION C: HANDOVER NOTES	(Briefly state pending work and person covering your duties)
	____________________________________________________________
	____________________________________________________________
SECTION D: APPROVALS
Recommended by Supervisor:
Name/Signature/Date:	___________________________
Approved by HR Department:
Name/Signature/Date:	___________________________
Approved by CEO/GM
(If leave > 5 days)
Name/Signature/Date:	___________________________
SECTION E: FOR HR USE
Leave Balance Before:	Annual: ___ Sick: ___ Casual: ___
Leave Balance After:	Annual: ___ Sick: ___ Casual: ___
HR Officer Signature/Date:	___________________________

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ANNEXURE G: PERFORMANCE APPRAISAL FORM

HUMAN ASSISTANCE FOR DEVELOPMENT INITIATIVE (HADI)
Form: HADI/HR/PA/[Year]
Appraisal Period: January 1, [Year] to December 31, [Year]

Employee Details
Name:	___________________________
Designation/Department:	___________________________
Appraiser/Supervisor:	___________________________
Review Period:	___________________________

PART 1: ACHIEVEMENT OF OBJECTIVES (Review agreed-upon Annual Work Plan Objectives)

S.No.	Key Objectives / Deliverables	Weight (%)	Self-Rating (1-5)	Appraiser Rating (1-5)	Remarks / Evidence
1
2
Total Score (Objectives)

Rating Scale: 1=Unsatisfactory, 2=Needs Improvement, 3=Meets Expectations, 4=Exceeds Expectations, 5=Outstanding.

PART 2: CORE COMPETENCIES & VALUES

Competency	Rating (1-5)	Comments / Examples
Commitment to Mission
Professionalism & Integrity
Teamwork & Collaboration
Communication
Problem Solving & Innovation
Adherence to Policies (CoC, Safeguarding, Finance)
Total Score (Competencies)

PART 3: OVERALL ASSESSMENT & DEVELOPMENT PLAN

• Overall Performance Rating: ( ) Unsatisfactory ( ) Needs Improvement ( ) Meets Expectations ( ) Exceeds Expectations ( ) Outstanding

• Employee's Comments on Appraisal: ____________________________________

• Appraiser's Summary Comments: _______________________________________

• Key Strengths: _______________________________________________________

• Areas for Improvement: _______________________________________________

PART 4: DEVELOPMENT & CAREER PLAN (To be completed jointly)

Development Need Identified	Planned Action (Training, Coaching, Assignment)	Timeline	Responsible
Employee's Career Aspirations (Next 1-2 Years):	_______________________________________________

PART 5: SIGNATURES
This appraisal has been discussed with me.
Employee Signature: ________________________ Date: _________
Appraiser Signature: ________________________ Date: _________
Reviewed by HR: ________________________ Date: _________
Approved by (Next Level Manager): ________________________ Date: _________