HRD Policy

HUMAN RESOURCE DEVELOPMENT (HRD) POLICY

For

HUMAN ASSISTANCE FOR DEVELOPMENT INITIATIVE (HADI)

Rajanpur, South Punjab, Pakistan

Effective Date: [Date]

Policy Code: HADI/HRD/001

Version: 1.0

Approved By: Board of Directors / Chief Executive Officer

PREAMBLE & PHILOSOPHY
SCOPE & APPLICABILITY
DEFINITIONS
PRINCIPLES & VALUES
ORGANIZATIONAL STRUCTURE & REPORTING
RECRUITMENT & SELECTION
APPOINTMENT & INDUCTION
PROBATION & CONFIRMATION
COMPENSATION & BENEFITS
WORKING HOURS, ATTENDANCE & LEAVE
PERFORMANCE MANAGEMENT
LEARNING & DEVELOPMENT
PROMOTION, CAREER DEVELOPMENT & SEPARATION
CODE OF CONDUCT & DISCIPLINARY PROCEDURE
GRIEVANCE REDRESSAL MECHANISM
PREVENTION OF SEXUAL EXPLOITATION & ABUSE (PSEA) & ANTI-HARASSMENT
CHILD PROTECTION & SAFEGUARDING
HEALTH, SAFETY & SECURITY
RECORDS MANAGEMENT & CONFIDENTIALITY
POLICY REVIEW & AMENDMENT

1. PREAMBLE & PHILOSOPHY

Human Assistance for Development Initiative (HADI) believes that its employees are its most valuable asset. This HRD Policy is designed to foster a professional, respectful, and productive work environment that aligns with our humanitarian mission and values. The policy aims to attract, develop, motivate, and retain competent staff while ensuring fairness, transparency, equity, and compliance with Pakistani labour laws and international humanitarian standards. It provides a framework for managing human resources with integrity and accountability.

2. SCOPE & APPLICABILITY

This policy applies to all employees of HADI, regardless of their contract type (regular, fixed-term, project-based, probationary), position, or duty station, including senior management. It supersedes all previous HR-related policies, circulars, or practices.

3. DEFINITIONS

Employee/Staff: Any individual engaged by HADI under a written contract of employment.
Line Manager/Supervisor: The employee’s immediate supervisor with managerial authority.
HR Department: The unit/person responsible for implementing this policy.
Permanent/Regular Contract: Open-ended employment after successful probation.
Fixed-Term Contract: Employment for a specified duration, typically linked to project funding.
Probation Period: Initial period of employment for assessment.
Gross Salary: Total monthly salary before any deductions.
Net Salary: Salary received after statutory deductions.
Code of Conduct (CoC): HADI’s standards of professional behavior.

4. PRINCIPLES & VALUES

HADI is committed to:

Equality & Non-Discrimination: Employment decisions based on merit, without discrimination based on gender, race, religion, age, disability, ethnicity, or marital status.
Transparency & Fairness: Clear, communicated procedures applied consistently.
Accountability: All staff are accountable for their actions and performance.
Respect & Dignity: A work environment free from harassment, abuse, or exploitation.
Integrity: Adherence to ethical standards and avoidance of conflict of interest.
Participation & Teamwork: Encouraging collaboration and input from all staff.

5. ORGANIZATIONAL STRUCTURE & REPORTING

An updated organizational chart shall be maintained by the HR Department and communicated to all staff. Clear reporting lines are essential for accountability. Staff must follow the chain of command but have the right to access senior management or the grievance committee as per this policy.

6. RECRUITMENT & SELECTION

6.1. Vacancy Announcement: All vacancies (except internal promotions or emergency recruitments) shall be advertised internally and externally. Advertisements will clearly state the role, requirements, and HADI’s commitment to safeguarding.

6.2. Selection Committee: A committee of at least 2-3 members, including the hiring manager and an HR representative, will be formed. Gender balance will be ensured where possible.

6.3. Process: Includes application screening, written/practical tests, panel interviews, and reference checks (minimum two). For senior positions, presentation/interview with the CEO/Board may be required.

6.4. Background Checks: For all positions, reference and previous employment checks are mandatory. For positions involving access to children or vulnerable populations, enhanced background checks (including police verification where feasible) are compulsory.

6.5. Offer: The selected candidate will receive a formal written appointment/contract letter.

7. APPOINTMENT & INDUCTION

7.1. Contract: Employment is formalized through a signed contract specifying terms and conditions.

7.2. Documentation: Employees must submit attested copies of CNIC, educational certificates, experience letters, and recent photographs.

7.3. Induction/Orientation: A structured induction program must be completed within the first month, covering HADI’s mission, values, organizational structure, key policies (CoC, PSEA, Child Protection, HRD, Finance), and role-specific information. Signing the CoC and safeguarding policies is mandatory before assuming duties.

8. PROBATION & CONFIRMATION

8.1. Duration: Probation periods are:

* Support Staff (Guard, Office Boy): 3 Months

* Professional & Managerial Staff: 6 Months

8.2. Evaluation: A mid-probation review and a final evaluation before probation ends will be conducted by the Line Manager and HR.

8.3. Confirmation: Upon satisfactory performance, the employee will be confirmed in writing. Unsatisfactory performance may lead to an extension of probation (max. 3 months) or termination with one week’s notice.

9. COMPENSATION & BENEFITS

9.1. Salary Structure: HADI maintains a competitive, equitable, and transparent salary scale based on position grade, experience, and qualifications. Salaries are disbursed by the 5th of each month.

9.2. Annual Increment: Subject to satisfactory performance appraisal and organizational financial health.

9.3. Allowances: As per contract and organizational policy, may include:

* Communication Allowance

* Travel & Daily Allowance (for field travel)

* Fuel/Maintenance Allowance (for specific roles)

9.4. Social Security & EOBI: HADI will register all eligible employees with the relevant provincial Social Security Institution and the Employees' Old-Age Benefits Institution (EOBI) as per law.

9.5. Provident Fund: Eligible confirmed employees will be enrolled in a Provident Fund scheme with contributions from both employee and HADI.

9.6. Group Medical Insurance: HADI shall provide a group medical insurance policy covering the employee, spouse, and dependent children as per the policy terms.

9.7. Gratuity: Payable upon completion of continuous service as per applicable law or organizational policy for project staff.

10. WORKING HOURS, ATTENDANCE & LEAVE

10.1. Working Hours: Standard office hours are 9:00 AM to 5:00 PM, six days a week (Saturday to Thursday), with a one-hour lunch break. Field staff hours may vary.

10.2. Attendance: Biometric/system-based attendance is mandatory. Late arrival and early departure are recorded.

10.3. Overtime: Must be pre-approved by the supervisor. Compensated with time-off in lieu or paid overtime as per policy.

10.4. Leave Entitlements:

* Annual Leave: 18 working days per year for confirmed staff, accruing monthly. Up to 12 days can be carried forward.

* Sick Leave: 12 working days per year with a medical certificate required for more than 2 consecutive days.

* Casual Leave: 10 days per year, for unforeseen short-term needs.

* Maternity Leave: 90 days paid leave as per law.

* Paternity Leave: 7 days paid leave.

* Bereavement Leave: 3 days for immediate family.

* Hajj/Umrah Leave: As per organizational discretion and policy.

* Special Leave: Unpaid leave may be granted at CEO’s discretion.

11. PERFORMANCE MANAGEMENT

11.1. Annual Performance Appraisal: A formal, objective-oriented appraisal system is followed. Goals are set at the start of the year and reviewed mid-year and at year-end.

11.2. Process: Includes self-appraisal, supervisor assessment, feedback discussion, and final rating. The form includes assessments of both work objectives and core competencies/values.

11.3. Outcome: The appraisal is directly linked to confirmation, increments, promotions, and identifying training needs.

12. LEARNING & DEVELOPMENT

12.1. Training Needs Assessment (TNA): Conducted annually based on organizational goals, project needs, and individual appraisals.

12.2. Types of Training: Includes mandatory training (Safeguarding, PSEA, Code of Conduct), technical skills, soft skills, and management development.

12.3. Budget: HADI allocates a minimum annual budget for staff development.

12.4. Sponsorship: Support for higher education may be provided for critical roles under a bonding agreement.

13. PROMOTION, CAREER DEVELOPMENT & SEPARATION

13.1. Promotion: Based on merit, performance, seniority, and the availability of a higher position. Internal candidates are given preference where qualifications and performance are equal.

13.2. Resignation: Requires written notice as per contract (e.g., 1-3 months). An exit interview with HR is mandatory.

13.3. Termination:

* By Organization: With notice or payment in lieu as per contract for non-disciplinary reasons (e.g., redundancy, performance).

* Summary Dismissal: For gross misconduct (theft, fraud, harassment, gross negligence, violation of CoC/safeguarding) without notice or severance.

13.4. Retirement Age: The normal retirement age is 60 years. Contracts may be extended annually up to age 65 based on need and performance.

14. CODE OF CONDUCT & DISCIPLINARY PROCEDURE

14.1. Code of Conduct: All staff must sign and adhere to HADI’s detailed CoC, covering professionalism, integrity, confidentiality, dress code, use of assets, and media engagement.

14.2. Disciplinary Offences: Classified as Minor, Major, and Gross (listed in Annexure).

14.3. Procedure: Ensures natural justice.

* Written Explanation: Employee is informed of allegations in writing and given time to respond.

* Enquiry Committee: Formed for serious allegations.

* Actions: May include verbal/written warning, suspension (with pay during investigation), fine, demotion, or dismissal.

* Right to Appeal: Within 7 days of disciplinary decision.

15. GRIEVANCE REDRESSAL MECHANISM

Staff have the right to raise grievances (work-related complaints) without fear of victimization.

15.1. Steps: 1) Discuss with immediate supervisor. 2) Escalate to Department Head/Manager HRD. 3) Submit in writing to the Grievance Committee (comprising representatives from HR, management, and staff).

15.2. The Committee will investigate and recommend resolution within 15 working days. The CEO’s decision is final.

16. PREVENTION OF SEXUAL EXPLOITATION & ABUSE (PSEA) & ANTI-HARASSMENT

16.1. Zero Tolerance: HADI has zero tolerance for Sexual Exploitation and Abuse (SEA) and harassment of any kind.

16.2. Policy: All staff must comply with the standalone PSEA & Anti-Harassment Policy.

16.3. Reporting: Mandatory for all staff to report any suspected or actual case. Multiple, safe, and confidential reporting channels are available.

16.4. Non-Retaliation: Protection for complainants and witnesses.

16.5. Investigation: Led by a trained, gender-balanced Focal Point/Committee. Proven cases lead to summary dismissal and may be reported to law enforcement.

17. CHILD PROTECTION & SAFEGUARDING

17.1. Commitment: HADI is committed to creating a safe environment for children and vulnerable adults in our programs and workplace.

17.2. Policy: All staff must comply with the standalone Child Protection & Safeguarding Policy.

17.3. Screening: Enhanced background checks for staff in direct contact with beneficiaries.

17.4. Mandatory Reporting: Staff must report any child abuse or safeguarding concerns immediately to the Child Protection Focal Point.

18. HEALTH, SAFETY & SECURITY

18.1. Safe Workplace: HADI provides a safe, hygienic work environment.

18.2. First Aid: Basic first aid kits and trained staff will be available.

18.3. Security: Staff must comply with security protocols, especially for field travel. A Security Focal Point will issue advisories.

18.4. Incident Reporting: All accidents, injuries, or security incidents must be reported immediately.

19. RECORDS MANAGEMENT & CONFIDENTIALITY

19.1. Personnel Files: A confidential, secure file is maintained for each employee by HR. Employees have the right to view their own file.

19.2. Data Protection: Personal data is collected, stored, and used only for legitimate HR purposes in compliance with data privacy principles.

19.3. Confidentiality: Staff must not disclose confidential organizational or beneficiary information during or after employment.

20. POLICY REVIEW & AMENDMENT

This policy shall be reviewed every two years or as needed due to legal changes or operational requirements. Amendments require approval from the Board of Directors/CEO. Staff will be communicated any changes through official circulars and training sessions.

ANNEXURES (To be developed as separate documents referenced by this policy):

A: Job Grade & Salary Scale
B: Code of Conduct (Detailed)
C: PSEA & Anti-Harassment Policy
D: Child Protection & Safeguarding Policy
E: Disciplinary Rules & Offences
F: Leave Application Form
G: Performance Appraisal Form

ACKNOWLEDGEMENT OF RECEIPT

I, _________________________ (Employee Name), holding the position of _________________________, have received, read, and understood the HADI HRD Policy (Version 1.0). I agree to abide by all its provisions, associated policies, and the Code of Conduct.

Signature: _________________________

Date: _________________________

Witness (HR): _________________________

For Human Assistance for Development Initiative (HADI):

Chief Executive Officer

Manager HRD

Date of Board/CEO Approval: [Date]

HADI Asia

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