HUMAN RESOURCE MANAGER

1. Purpose and Categories of Personnel

The purpose of the Personnel Policy is to set down the policies, conditions, rights

and obligations of BOSISA employees subject to their performing of the duties and

responsibilities in their respective job descriptions.

From the time of hiring, each employee will have access to this policy, so that

he/she can adhere to it with full knowledge and information.

The policies described below may at any time be subject to modification if the

Board of Members of BOSISA deems it necessary. In such cases, employees will

be fully informed of the changes made.

1.2 Categories of Personnel

All personnel working for BOSISA are classified into following types

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1.2.1 Employees

Employees designate salaried either part-time or full-time, are paid on monthly

basis. They will be contracted on long-term basis subject to periodic evaluations

and performance assessments. They will have the responsibility towards the day to

day functioning and/or in any one of more prospective projects of the association.

All the employees of the association are classified into categories. These categories

are as follows:

1. Management Category:

a. Executive Director

2. Professional Category:

a. Program Officer

b. Researcher

c. Finance Officer

3. Support Category:

a. Administrative Assistant

b. Office Boy

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1.2.2 Consultants

Consultants are professional experts hired by BOSISA on short-term basis only for

the completion of specific tasks and assignments related to BOSISA or one or

more of its projects. Separate and limited contracts, defining their job description,

timeline, deliverables, reporting procedures and payment details will be issued to

consultants. They will be paid on daily/monthly/weekly basis depending upon the

nature of their assignment. They will not be considered as full-time or part-time

employees of the association.

Volunteers and Personnel Recruitment

1.2.3 Volunteers

Volunteers are individuals who work at BOSISA out of their own choice or have

been deputed at BOSISA by other associations. They will be assigned tasks from

time to time as deemed necessary by BOSISA. BOSISA will have a limited

contract with volunteers and will not provide any compensation except under

special conditions. They will not be considered as full-time or part-time employees

of the association.

1.3 Personnel Recruitment

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BOSISA believes in equal employment opportunity to each individual, regardless

of race, color, gender, religion, age, sexual orientation, national or ethnic

origin, disability, marital status, veteran status, or any other occupationally

irrelevant condition. This policy applies to recruitment and advertising; hiring and

job assignment; promotion, demotion and transfer; layoff or termination; rates of

pay and benefits; selection for training; and the provision of any other human

resources service.

1.3.1 Notice of Vacant or New Position

It is the responsibility of the Board of Members to fill vacant positions as well as

new regular positions and new temporary positions of a duration exceeding more

than six months. The Board must make sure that the positions can be filled under

the associational budget.

For all new positions, a job description shall be established and include the

following elements:

•position summary

• description of duties and responsibilities

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• conditions of work

• qualifications

Notice of a new or vacant position must be approved by the Board before it is

released publicly.

Recruitment for a new or vacant position can be opened to internal and external

competition. For external recruitment, positions in the professional category can be

advertised publicly through newspapers if they are regular positions, or if there is a

limited tendering process for consultation.

1.3.2 Interview and selection

As a general rule, a selection committee comprising of, at least two members shall

be assembled for filling all positions.

The committee will go through the applications received, retaining those that show

the best qualifications. It will evaluate each candidate’s application with the help of

an evaluation form created beforehand, containing well-defined criteria.

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A list of the candidates chosen to be interviewed will be shortlisted by the

Selection Committee. The interviews will serve to make a final choice and also to

establish a database of potential future candidates.

Appointment Letter and Staff Orientation at the BOSISA

1.3.3 Appointment Letter

Any personnel employed with BOSISA will be issued an appointment letter prior

to his/her employment by BOSISA. The appointment letter will officially

announce his/her position within the association, the place of assignment and the

effective date of employment. The appointment letter will carry annexes,

specifying the employee’s job description, terms of reference, salary and benefits

and other relevant terms of employment (Refer 1.4 Employment).

1.3.4 Probationary Period

A probation period of three months shall apply to all new employees from the date

of hire. Exceptionally, the probation period may be extended to six months. In

case, if a new employee fails to perform in accordance to expectations of BOSISA

probationary period.

1.3.5 Staff orientation

All new employees will get an orientation about the association’s mission and

strategies, its structure and the staff within it, the policies and conditions of

employment, the internal rules and regulations, etc.

1.4 Remuneration

BOSISA believes in attracting and retaining a qualified and effective workforce

through a system of payment that is both appealing and fair. All employees of

BOSISA are entitled to a basic salary, depending upon their skills, qualification

and experience. The basic salary will be mentioned in the appointment letter.

1.4.1 Salary Increment

Salary increment will be based upon an employee’s position and performance.

Increment will be provided to employees on annual basis after their performance

evaluation.
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Salary increment is calculated on the basis of basic salary of the staff.

Pages:

Employee Salary Benefits in BOSISA

1.4.2 Salary Benefits

(a) Bonus

All employees shall receive an annual bonus equal to one month’s basic salary.

Bonus will be included in the monthly salary payment of the month preceding the

festival.

However, new staff on will not receive any annual bonus until the completion of

the six-month probationary period.

(b) Provident Fund

All regular employees are expected to set aside 10% of monthly pay to his/her

provident fund. BOSISA will contribute the same amount on monthly basis. Both

the employee’s and BOSISA’s contributions are deposited in a savings account

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under the employee’s name. The provident fund can only be withdrawn upon the

employee’s resignation from BOSISA.

1.4.3 Compensation against Accident of the staff during Service

In the event that the staff succumbs to an accident while working for BOSISA, i.e.

during the office hours or during field trips, he/she is entitled to receive

compensation amounting to a maximum of two-month salary of the individual to

cover the medical expenses.

1.5 Working Days and Hours

1.5.1 Working Days

BOSISA will follow a 5 days a week working schedule from Monday to Friday.

Saturdays and Sundays are considered non-working days.

Unless otherwise specified, BOSISA will observe the same public holidays as

those prescribed by the Government not exceeding ____ days a year. The

Executive Director will prepare a calendar of public holidays not exceeding _____

calendar days at the beginning of each fiscal year and circulate it to all staff.
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1.5.2 Office Hours

The office shall open from 09.30 am in the morning till 05.30 in the evening. All

employees are expected to complete 8 working hours daily. There will be one hour

lunch-break.

During the winter season, the office hours will be from 10 am to 5 pm.

1.5.3 Overtime

Various factors, such as workloads, operational efficiency, and staffing needs, may

require variations in an employee’s total hours worked each day. In such

circumstances, the employee may have to work beyond the scheduled office hours.

Under such circumstances, the staff working overtime is entitled to payment for

working overtime and is authorized by its immediate supervisor for the same.

However, no overtime compensation will be provided for staff during field trips.

The overtime rate will be paid on hourly basis and will be calculated on the basis

of the basic salary.

Travel Rules & Regulations at BOSISA

Staff members may be asked to travel away from their usual workplaces on

authorized missions. The policy on payment of travel allowances

adopted BOSISA applies to all employees regardless of job category or status. It

also applies to the consultants, when mentioned in their agreement.

After reimbursable expenses are made, the person making an expense claim shall

use the appropriate forms available.

The expenses will not be reimbursed if proper justifying documents (original

receipts) are not attached except for per diem. Eligible expenses include:

1.6.1 Per diem

All employees and volunteers are provided per diem of N_______ (Breakfast

N_____, lunch N_____and dinner N______) to cover the cost of food for each

night spent outside the city as approved by BOSISA.

1.6.2 Accommodation

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All employees and volunteers are entitled to claim expenses incurred for

accommodation for official trips outside Kathmandu. Maximum claims for

accommodation shall not exceed N____. Claim for accommodation will be

reimbursed upon submission of bills/receipts.

1.6.3 Mode of Transport

BOSISA will pay only surface transport as far as possible, i.e. bus. If any

individual is using personal vehicle for BOSISA related work, they can be

reimbursed the actual fuel cost based upon the mileage. Some maintenance will

also be awarded if required. However, the private transport must be shared by more

than one BOSISA member or employee.

1.7 Leave and Holidays

1.7.1 Leave

All employees are entitled to the following leave with pay.

(1) Annual Leave

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All employees of BOSISA are entitled to 18 working days off as paid leave per

year. This leave is accrued monthly at the rate of 1.5 working days.

(2) Sick Leave

Employees are entitled to 12 working days of sick leave with pay per calendar

year. Sick leave is accumulated at the rate of 1 day for every full month worked.

Employees have to present a medical certificate to substantiate claims for sick

leave with pay for absences exceeding two successive days.

(3) Maternity Leave

All female employees are entitled to maternity leave of 90 calendar days twice.

(4) Paternity Leave

Male employees are entitled to paternity leave of 11 calendar days twice.

(5) Mourning Leave

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In case of death of a parent, child or spouse, employees be given mourning leave of

15 days each.

(6) Emergency Leave

Emergency leave is granted to employees for any serious illness of a parent, child

or spouse and/or persona1 emergencies. A total of 7 days per year can be allowed

for emergency leave.

Holidays and Leave in BOSISA

1.7.2 Holidays

All employees are entitled to 16 days of paid leave due to public holidays. Public

holidays are specified in advance by the Executive Director in consultation with

staff members.

Employees who are required to work on public holidays are entitled to

compensatory day off. BOSISA will keep records of number of hours/days worked

by its employees on public holidays. Request for compensatory leave shall be

substantiated with this record and approved in advance by the Executive Director.

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In the event that a public holiday is declared by the Government on a certain day

without prior notice, BOSISA staff cannot consider it a holiday until and unless

notified by the Executive Director or the Board. All public holidays are subject to

the approval of the Executive Director or the Board.

1.7.3 Leave without Pay

(1) Leave without pay may be granted to employees up to 36 days per year.

(2) Leave without pay that is taken for a month or more shall not be counted as

time worked, hence no benefits shall accrue to the employees during such period.

(3) Employees on probation are not entitled to leave with or without pay but can

accrue such leave during the probationary period.

(4) Leave without pay is applicable when the employee has exhausted all his

annual and sick leave.

1.7.4 Absences

(1) An employee who is unable to come to the office is required to notify the office

of the reason for his/her absence.

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 (2) Unauthorized absences are grounds for disciplinary action. The following

procedures shall apply:

i. An employee that has been absent for two consecutive working days without

notice nor explanation shall be personally sought of by the Executive Director.

He/she shall be asked to put in writing the reason(s) for his/her absence.

ii. If, after seven consecutive days of absence, the employee continues to fail to

give any explanation of the cause of his/her absence, the employee will be

considered to have resigned from his/her position.

iii. iii. In cases where the employee cannot give any satisfactory answer to the

cause of his/her absences, in the judgment of the Executive Director, the employee

may be subjected to disciplinary action.

1.8 Staff Movement

(1) Assignments and Transfers

According to project needs, any employee can be transferred temporarily or

permanently to any location where BOSISA conducts its activities. The transfer

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may be the result of a promotion, a change in role due to service requirements or

other reasons.

A permanent transfer to a new place of work that includes a new job mandate shall

result in a contract renewal. In addition, the employee concerned shall be notified

one month in advance of his change in situation.

(2) Interim positions and promotions

An employee may be called on to temporarily perform a job in a higher category.

That does not automatically give him the right to the salary and benefits of this

position. However, after a reasonable amount of time, BOSISA shall reclassify the

employee in the category of the new job or return him/her to his/her former duties.

An employee who receives a promotion can be required to complete a trial period

in the new position. If the trial period is successfully concluded, the employee will

be reclassified in the new job category and at a salary scale level higher than his

former position. If the trial period is not satisfactorily completed, the employee

will be reinstated in a position at the same level as his former position.

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Employee Termination Rules in BOSISA

1.9 Prohibition on Outside Employment and/or Engagement

Full-time regular employees of BOSISA are not allowed to undertake outside

employment.

1.10 Termination of Employment

1.10.1 Conditions for Termination

Employees shall lose their jobs under any of the following conditions:

(1) Voluntary Resignation

i. Personnel wishing to resign from post may do so by giving a resignation letter to

the Executive Director stating the reasons for resignation and effective date of the

same. One month of prior notice is required for such resignations.

ii. The date in which the resignation letter is received at the BOSISA office is

considered the date on which notice of resignation is given. Failure to provide

sufficient notice may be ground for forfeiture of all accrued employee benefits.

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(2) Redundancy of the Position

Depending on the nature and volume of its operation, BOSISA may declare certain

positions redundant. Persons occupying those positions will therefore be forced to

be separated from BOSISA with proper notice. While doing so, BOSISA will give

at least 2 months’ notice in advance.

(3) Termination with Cause Grounds for employee termination are the

following:

i. continuing inefficiency and gross negligence of duty.

ii. fund embezzlement.

iii. Misuse of office equipment, and other properties.

iv. repeated unauthorized absences and leaves

v. intoxication while on official business or within office premises

vi. unauthorized disclosure of official information

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(4) Retirement

When an employee reaches the age of retirement, according to the country’s law,

the employment relationship comes to an end. BOSISA shall notify the employee

by letter, stating the date the employment terminates.

The retiring employee shall receive salary up the date of departure and other

allowances such as the Provident Fund, as specified in his/her agreement.

(5) Death

When an employee dies, his/her salary and benefits will automatically be paid to

his/her legal heirs.

1.10.2 Procedures for Termination and/or Disciplinary Action

i. BOSISA will ask the employee for a written explanation on the offense deemed

committed by the employee concerned, identifying the charges against him/her and

the particulars of the facts relied upon to support it.

ii. The employee is given 3 working days to submit his/her explanations.

iii. Based on the written explanations submitted by the employee concerned and
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the strength of evidence presented, BOSISA may choose to decide on the charges

or pursue further investigation of the case.

iv. BOSISA can, shall it feel necessary to, suspend the employee in question from

duty during the period of investigation subject to the following conditions:

a. should the employee be in a position to tamper with the evidence against

him/her.

b. should the employee’s continuing presence in the association be deemed

inimical to the interest of the association.

Conflict Management Policy in BOSISA

1.11 Conflict Management

1.11.1 Conflict Resolution

Whenever a dispute arises among the BOSISA staff, it shall be resolved in a

constructive manner, i.e. the solutions shall lead to positive changes. Employees

who feel unfairly treated or who have complaints about a situation or about

working conditions should notify the Executive Director immediately.

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1.11.2 Staff Behavior

BOSISA expects its employees to adopt attitudes and behavior that maintain the

good image of the association. BOSISA employees shall display an exemplary

level of professionalism and integrity.

Furthermore, besides the usual rules every good employee needs to follow (respect,

courtesy, punctuality), there are particular procedures of conduct for members of

the association which must be observed.

(1) Political Activities

Since BOSISA is a non-political association, employees shall not participate in

activities of a purely political nature on work premises or during working hours. It

is also prohibited to use the association’s materials for these purposes.

(2) Discrimination and Harassment

Under the principles established by BOSISA, no employee, man or woman, has the

right to put pressure on another, make intimate advances, give preferential

treatment or show sexual favoritism at work.

To avoid putting themselves in a conflict of interest with the objectives and

operations pursued by BOSISA, employees shall respect the following guidelines:

• It is prohibited to use BOSISA property for illegal or unauthorized purposes.

• It is prohibited for any BOSISA employee having confidential information to

disclose it without express authorization beforehand.

• Employees cannot at any time accept a job from another employer if this job

interferes with their work schedule and their duties and responsibilities.

• Employees shall avoid putting themselves in situations where they may gain

profit or derive direct or indirect interest by influencing a contract award.

• Employees cannot solicit or accept tips, gifts, favors or other forms of gratuities

for services rendered or required to be rendered in performing their duties within

the association.

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Settling Grievance Policy in BOSISA

1.11.3 Grievances

If an employee feels unfairly treated by circumstances that infringe on his/her

rights or change his/her employment conditions, he/she should discuss the situation

with his/her immediate supervisor. If, after the matter has been discussed and

corrective measures taken, an employee feels it has not been satisfactorily settled,

he/she can submit a grievance to the Executive Director, who will discuss and

provide appropriate solution. All grievances shall be handled internally because

there is no recourse to external mediation or arbitration.

1.12 Performance Evaluation and Skill Training

1.12.1 Performance Evaluation System

The performance evaluation system is a means by which BOSISA can increase its

efficiency and that of its employees. The purpose of the system is for

the association to fulfill its mission by attaining its objectives and for employees to

grow and feel fulfilled through proactive performance supervision.

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The system enables, among other things, the harmonizing of individual employee

objectives with those of the association, the measuring of employee potential and

work performance and the support of employee improvement by working with

them on their development needs.

The annual performance evaluation seeks specifically to:

• promote communication between employees and their supervisors;

• clarify expectations concerning objectives and performance;

• improve employee performance through on-going monitoring and feedback;

• assess and reward individual performance;

• allow employees to express their career aspirations.

The performance evaluation focuses on the individual employee in relation to the

tasks and responsibilities assigned to him. It is not necessarily a comparison of one

employee’s performance with that of another. Thus, the employee’s work

performance is to be assessed in relation to absolute procedures, that is, according

to the evaluator’s performance criteria and not according to relative procedures.

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The performance evaluation also allows BOSISA to assess the quality of human

resources in their department or association, note important information

concerning expectations and needs and clarify decisions concerning transfers or

work assignments.

Performance Evaluation System Policy for BOSISA

1.12.2 Elements of the Performance Evaluation System

A performance evaluation system is composed of three main stages that generally

take place over a period of a year:

(1) Performance planning

The performance planning stage enables employees and supervisors to come to an

agreement on what is to be accomplished during the year and how it will be carried

out. The following procedures and tools are used to facilitate this stage:

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a) Job description or list of duties

Each employee must have an up-to-date job description defining the purpose of the

work and the responsibilities involved.

b) Setting of objectives

For each key responsibility associated with a position, at least one objective should

be established for a particular period. The objectives should be clear and

quantifiable, and the assessment criteria should be mentioned.

c) Individual action plan

The individual action plan is a planning tool used to specify the steps to be taken to

achieve the objectives set beforehand. The action plan should be prepared jointly

with the immediate supervisor. It may also involve new initiatives facilitating

improved productivity or personal capacity development.

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(2) Performance Monitoring and Management

Staff performance and productivity should be managed on an on-going basis

throughout the year. The following elements, among others, are involved:

a) On-going Supervision

This means taking the time to observe, examine sources of difficulty and seek

solutions.

b) Regular Communication

This involves regular exchanges so that employees can receive feedback about

their performance and receive the necessary supervision.

c) Periodic Evaluation

This involves formal, scheduled meetings between an employee and supervisor to

discuss activities carried out, end results and the adjustment of the action plan and

objectives, if necessary. A minimum of one meeting every six months is suggested

to ensure satisfactory results.

(3) Annual Performance Evaluation

The annual performance evaluation is the analysis, based on documentation from

previous stages of the process, of an employee’s work record. The evaluation

addresses two fundamental questions. The first relates to the past and involves

verifying what was accomplished qualitatively and quantitatively during the year.

The second relates to the future and consists of identifying means to be considered

to ensure the employee continues to grow and develop.

The performance evaluation form should include all the sections needed for the

evaluation. This includes a section relating to performance evaluation in relation to

the objectives established at the outset and in relation to the responsibilities of the

position, a section that specifies or targets what is needed for the employee’s

development and finally a section allowing the employee and the evaluator to

express their comments and affix their respective signatures. The form should also

include a performance level classification and a definition of each of these levels.

The annual performance evaluation does not have any financial impact on salaries.

It is first and foremost a tool to evaluate the employee’s performance and take

remedial action if necessary.

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1.12.3 Skill Training and Professional Development

Depending on available funds, BOSISA should foster the professional

development of its employees in order to be as effective as possible in its activities.

The training programs chosen should address the actual needs identified and

expressed during performance evaluation sessions.

1.13 Bond

As part of the staff and associational development activities, BOSISA may at times

decide to send a designated staff person for trainings and/or further studies both

abroad as well as at local level. BOSISA will bear the full/partial costs of the

trainings/studies for this. However, the designated staff sponsored for the

trainings/studies is required to sign a bond with BOSISA that requires him/her to

complete the full tenure of working with the association.

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