REPRODUCTIVE HEALTH UGANDA EMPLOYEE HANDBOOK FOR

MANAGEMENT DEPARTMENT

HUMAN RESOURCE MANAGEMENT MODULE

BY: JUDITH KIFFOLA

EMAIL: [email protected]

i
TABLE OF CONTENT

MESSAGE FROM THE EXECUTIVE DIRECTOR............................................................................iii

EMPLOYEE POLICY HANDBOOK ACKNOWLEDGEMNT FORM.............................................iv
INTRODUCTION.....................................................................................................................................v
RHU INFORMATION.............................................................................................................................vi
WHO WE ARE.....................................................................................................................................vi
WHAT SETS US APART....................................................................................................................vi
OUR VISION........................................................................................................................................vi
OUR MISSION.....................................................................................................................................vi
OUR VALUES......................................................................................................................................vi
LOCATION..........................................................................................................................................vii
HELPFUL CONTACT........................................................................................................................vii
HELPFUL WEBSITE.........................................................................................................................vii
RHU GOVERNANCE STRUCTURE................................................................................................vii
EMPLOYEE POLICY HANDBOOK FOR THE MANAGEMENT DEPARTMENT.......................1
1. LEGAL EMPLOYER...................................................................................................................1
2. CATEGORIES OF EMPLOYMENT..........................................................................................1
3. STANDING WORKING TIME/ WORKING HOURS..............................................................1
4. RECRUITMENT OF STAFF.......................................................................................................1
5. CONDUCT.....................................................................................................................................2
6. TERMINATION OF SERVICE...................................................................................................3
7. CIRCUMSTANCES OTHER THAN BASIC MISCONDUCT THAT LEAD TO
TERMINATION OF AND EMPLOYEE ‘s SERVICES (section 9.0)...............................................4
8. CERTIFICATE OF SERVICE.....................................................................................................4
9. SALARY.........................................................................................................................................5
10. OVERTIME...............................................................................................................................5
11. TRAVEL ENTILEMENTS.......................................................................................................6
12. BENEFITS.................................................................................................................................6
13. UNIFORMS AND PROTECTIVE CLOTHING....................................................................7
14. STAFF APPRAISAL.................................................................................................................8
15. TRAINING AND DEVELOPMENT.......................................................................................8

ii
 16. STAFF TRANSFER..................................................................................................................9
17. HEALTH SERVICES FOR THE STAFF...............................................................................9
18. BURIAL EXPENSES..............................................................................................................10
19. LEAVE.....................................................................................................................................10
REFERENCE..........................................................................................................................................10

iii
 MESSAGE FROM THE EXECUTIVE DIRECTOR

Reproductive Health Uganda is pleased to have you as part of its exciting team and hopes that
your work will be stimulating, meaningful and enjoyable. This Employee Policy Handbook
applies to the Management department of RHU on a full-time or part time basis.

This Employee Policy Handbook summarizes the human resource policies and practices that
have been developed to support and direct us as we serve within RHU. The policies and working
conditions outlined in the Manual are in accordance with the Employment Standards Act of
Uganda. The contents of this Manual were developed with the participation of staff and will be
reviewed regularly. Any questions and matters of interpretation should be raised directly with
your manager of me. We trust that this manual will be useful and we encourage you to
understand and abide by these policies.

New employees are to read and sign the acknowledgement form within two weeks of joining the
organization, other employees are asked to read it once a year and sign the “Employee Policy
Handbook Acknowledgement Form” and give it to your manager.

Each year in January, employees will meet to review the manual. The board will institute a
review of the manual at least every three years.

On behalf of the Board of Directors and all the staff, thank you for sharing in the amazing
journey to support those in Uganda who need us most. We are grateful for the special and
individual contribution you make in your position. We have an incredible team and the results
are changing lives.

Sincerely,

Executive Director

iv
 EMPLOYEE POLICY HANDBOOK ACKNOWLEDGEMNT FORM

I certify that I have read, understand and agree to abide by Reproductive Health Uganda (RHU)
policies and practices, as explained in the Employee Policy Handbook. I understand that
compliance with the provisions of this Employee Policy Handbook is a condition of employment
and that non-compliance will result in disciplinary action up to and including termination.

I also understand that RHU may modify the contents of this manual from time to time. in doing
so, management will make efforts to consult with employees on modifications and will
communicate them in a transparent manner

Employee Signature:

Date:

Please return one signed Acknowledgement form to the Executive Director and keep one copy
with the Employee Policy Handbook.

v
 INTRODUCTION

The purpose of this handbook is to provide information that will help with questions and pave
the way for a successful year. Not all Reproductive Health Uganda policies and procedures are
included. Those that are have been summarized. Suggestions for additions and improvements to
this handbook are welcome and may be sent to the Executive Director. This handbook is neither
a contract nor a substitute for the official Reproductive Health Uganda policy manual. Nor is it
intended to alter the at-will status of non-contract employees in any way. Rather, it is a guide to
and a brief explanation of Reproductive Health Uganda policies and procedures related to
employment. These policies and procedures can change at any time; these changes shall
supersede any handbook provisions that are not compatible with the change. For more
information, employees may refer to the policy codes that are associated with handbook topics,
confer with their supervisor, or call the appropriate RHU office. RHU policies can be accessed
in the office of Human Resource Officer, where they are available for employee review.

vi
 RHU INFORMATION

WHO WE ARE
Reproductive Health Uganda (RHU) is an indigenous, voluntary, not-for-profit organization
registered under the Trustee Incorporation Act of Uganda. We are affiliated to the world’s largest
sexual Reproductive Health and Rights (SRHR) organization, the international Planned
Parenthood Federation (IPPF). RHU is a full registered non-governmental organization under the
NGO Registered Act Chapter 113, certificate number S5914/255
We envision a Uganda where everyone’s SRHR are fulfilled and protected without
discrimination and champion, provide and enable universal access to rights based SRHR
information and services to vulnerable and underserved communities especially young people
WHAT SETS US APART
RHU was founded in 1957 as Family Planning Association of Uganda (FPAU) and we are proud
to be associated with pioneering family planning in Uganda. For more than 60 years we have
been involved in SRHR service provision and advocacy programmes that have defined the
SHRHR landscape in the country.
We provide life-saving, affordable, accessible and quality SRHR information and services to the
most vulnerable and underserved communities including young people, refugees, and those in
hard to reach areas.
RHU implements several programmes in humanitarian settings in up to ten (10) refugee
settlements. Uganda receives over one million refugees annually and this is a vulnerable group of
people with several health needs including SRHR information and services. Over the years we
have built a strong presence in refugee settings to reach this population with a full

OUR VISION
A Uganda where everyone’s Sexual Reproductive Health and Rights are fulfilled and protected
without discrimination.
OUR MISSION
To champion, provide and enable universal access to rights-based SRHR information and
services to vulnerable and under-served communities especially young people.
OUR VALUES
I. Voluntarism,
II. Rights based,
III. integrity,
IV. Choice
V. Result oriented.

vii
 LOCATION
Plot 2, Katego Road Tufnell Drive
Off Kiira Road, Opposite Uganda Museum
Next to Mariandina,
P. O. Box 10746 Katego Road, Kampala.

HELPFUL CONTACT
+256-(0) 312-207100

HELPFUL WEBSITE
https://www.rhu.or.ug/

RHU GOVERNANCE STRUCTURE

BOARD OF TRUSTEES

NATIONAL COUNCIL

NATIONAL EXECUIVE
BRANCH COUNCILS COMMITTEE
PROGRAMME FINANCE
COMMMITTE

BRANCH EXECUTIVE
COMMITTEE

viii
EMPLOYEE POLICY HANDBOOK FOR THE MANAGEMENT DEPARTMENT
1. LEGAL EMPLOYER
a) The Legal Employer is RHU (Refer to Section 3.0 of the manual).

2. CATEGORIES OF EMPLOYMENT
a) Categories of appointments in the service of RHU shall be; Temporary, Probationary,
Contract and Session (Refer to Section 4.0 of the manual)

3. STANDING WORKING TIME/ WORKING HOURS

a) The official working hours of RHU are from 08.00 a.m. to 1.00 p.m. and 2.00 p.m. to
5.00 p.m. Monday to Friday. For employees working according to otherwise determined
work schedules, the official working hours shall be the ones on their duty rosters. Such
duty rosters shall not exceed 40 working hours per week. (Refer to Section 5.3 of the
manual).
b) Every employee shall sign daily attendance register (sign in and out) at HQs and at the
branches (Refer to Section 5.3 of company manual)
c) No employee shall be absent from duty without permission from his/ her immediate
supervisor. Where the absence is for a period longer than one day a written approval of
the Head of Department must be obtained (Refer to Section 5.4 for conditions regarding
absenteeism, 6.3.12 for conditions regarding acting appointments and section 7.1(iii), (iv)
regarding general behavior).

4. RECRUITMENT OF STAFF
a) RHU employees will be recruited on renewable contract terms subject to satisfactory
annual appraisal and availability of funding. The contract begins with a probationary
period of three to six months depending on the contract duration (Refer to Section 6.3.5
for conditions of nature of appointment and section 6.3.10 of probationary period for staff
in the company manual).

1
b) Termination or Dismissal from service during the probation period shall be a result of
gross misconduct and incompetence as defined later in this manual. Extension of the
probationary period shall result from below average performance established through the
competence-based open appraisal format as defined in this manual (Refer to Section
6.3.11 for confirmation, probation extension and termination of service in the company
manual).
c) All newly recruited employees shall undergo an induction organized and supervised by
the Heads of Department. During induction, new employees shall be furnished with all
the information they require to be integrated in the organization and perform their work
efficiently. (Refer to Section 6.3.9 for conditions regarding introduction and orientation
in the company manual).
d) All employees shall have clearly defined competence-based job descriptions with clearly
defined Key - Results Areas (KRAs), a summary. RHU Human Resource Management
Manual of key competencies, and critical output indicators of each KRA.
e) Delegated duties shall be clearly agreed upon and institutionalized in employee’s
competence-based job description.
f) An employee’s employment contract will be one of the following categories, which will
also be clearly specified in the Contract of Service a) Temporary: shall not exceed a
period of 6 months. b) Probationary: This lasts between 3 – 6 months. c) General
Contract: This lasts up to 3 years and includes the probationary period. Management may
consider issuing a contract of less than three years based on the duration of the project
funding.
g) At the time of appointment, staff shall be required to submit copies of their detailed
curriculum vitae, academic and professional certificates and two recent passport size
photographs to the Manager responsible for Human Resources. These documents shall be
filed in the personal files of the employees (Refer to Section 6.3.8 for conditions
regarding employee, qualifications and reference verification).

5. CONDUCT
a) A member of staff shall be required to discharge any other reasonable duties broadly
falling within his/her role definition as given in the Competence Profile and Competence-

2
 Based Job Description of the job in question. (Refer to Section 7.1(i) regarding general
behavior).
b) Line Managers shall clearly distinguish their duties from those of the staff they supervise
and shall not “download” their duties to them. This notwithstanding, every member of
staff shall comply with all management policies of RHU. (Refer to Section 7.1(ii)
regarding general behavior).
c) A member of staff who resigns from or vacates his office shall be required to hand-over
all the Association’s property, such as lap top, modem, Identity Card etc. and
satisfactorily account for all the association’s funds in his possession before officially
vacating the premises (Refer to Section 7.1(v) regarding general behavior).
d) All members of staff are liable to transfer and may be required to serve in any station of
work of the Association in Uganda; as provided for in section 18 of this manual (Refer to
Section 7.1(viii) regarding general behavior).
e) A member of staff who has been allocated RHU vehicle shall maintain a monthly
logbook, mileage covered, and running cost and submit such monthly statistics to the
Finance and Administration Department. (Refer to Section 7.1(x), (xi) regarding general
behavior of the company).
f) Any member of staff who commits a fault that does not lead to summary dismissal, shall
be given a warning by the supervisor in writing. If the employee receives two written
warnings within the contract period and he or she commits another offence in the same
period, he/ she may be liable for dismissal (Refer to Section 7.4.1 for conditions
regarding Disciplinary procedures).
g) A member of staff on suspension shall receive half pay during suspension and the
suspension may not exceed 4 weeks but the period may be subject to extension depending
on the circumstances (Refer to Section 7.4.2 for conditions regarding suspension and
section 7.4.3 for conditions regarding the procedures for penalties).
h) The Employer shall reserve the right to dismiss an employee without notice or pay in
case of basic misconduct such as misuse of firearms, drunkenness on duty (proven) theft
and fraud, imprisonment for criminal cases, proven basic insubordination and fighting
whilst on duty (Refer to Section 7.4.4 for conditions regarding Summary dismissal).

3
6. TERMINATION OF SERVICE
a) The retirement age shall be 60 years (Refer to Section 8.1 regarding retirement)
b) An employee may terminate his/her services by giving, in writing two months’ notice to
RHU at the end of which period the employee would be free to leave and or pay an
equivalent of two months’ salary in lieu of notice. Such employee would be paid all
his/her terminal benefits before leaving. The notice periods shall be dependent on the
length of service of an employee as stated in section 58 Employment Act 2006 (Refer to
section 8.2 regarding resignation from duty in section 8.2.1).

7. CIRCUMSTANCES OTHER THAN BASIC MISCONDUCT THAT LEAD TO

TERMINATION OF AND EMPLOYEE ‘s SERVICES (section 9.0)
a) In other circumstances the employer shall reserve the right to terminate the service of an
employee, if an employee absconds himself/herself from duty for 10 consecutive working
days without permission from the Immediate supervisor copied to the Human Resource
Manager (Refer to Section 9.0 (a) for conditions regarding circumstances other than basic
misconduct that can lead to termination of an employee’s services).
b) If an employee returns to her/his place of work before the expiry date of 10 days, the days
the employee has been absent shall be deducted from his/her annual leave and a warning
issued.
c) RHU may terminate the services of an employee on medical grounds when for instance;
the illness makes the employee incapable of carrying out their duties.
d) RHU may terminate the services of an employee in the event that the Association has
insufficient funds or is declared
e) RHU will give a notice of two (2) months to terminate the services of its employees in
the event that the Association has insufficient funds or is declared insolvent.
f) An employee who is dismissed shall have the right to appeal to the NEC, whose decision
shall be final.

4
8. CERTIFICATE OF SERVICE
a) An outgoing employee shall be issued with a Certificate of Service on request when
he/she leaves Reproductive Health Uganda services whether on his/her own accord or
through termination under the provisions of these Terms and Conditions of Services
(Refer to Section 10.0 for conditions regarding Certificate of service under section 10.1).

9. SALARY
a) A member of staff proceeding on accumulated leave due to him/ her may be paid his
salary for the month in which he proceeds on leave before departure from his station
(Refer to Section 11.0 for conditions of salary under 11.1 (f) regarding circumstances
established contract scales).
b) Staff on probation contract, or temporary employment shall be paid their salaries on
approved payroll once every end of the month.
c) The amount of remuneration shall be as defined in the formal letter of appointment or
employment contract document. (Refer to Section 11.0 for conditions of salary under
11.2 (ii) regarding payroll and salary payments procedures).
d) A take home pay shall be paid to the staff. This shall be net of all statutory deductions i.e.
NSSF, PAYEE and any others that may come up by statute from time to time or through
personal indebtedness to RHU (Refer to Section 11.0 for conditions of salary under 11.2
(iii) regarding payroll and salary payments procedures and section 14.7 regarding NSSF
contribution).
e) Any changes in an individual’s salary shall be notified to him/her in writing. (Refer to
Section 11.0 for conditions of salary under 11.1 (i) regarding circumstances established
contract scales).
f) An employee on contract terms shall at the end of his/her contract receive a gratuity at the
rate agreed upon and stated in the employee’s contract. RHU shall determine the rates
and frequency of payment from time to time.

5
10. OVERTIME
a) All hours worked in excess of the daily, weekly and shift working hours by eligible staff
shall be considered overtime. The number of accumulated overtime hours shall be
converted into rest days. Where this is not possible, at the discretion of management,
RHU shall compensate not more than two hours at the employee’s basic hourly rate.
(Refer to Section 12.0 for conditions of Overtime under 12.2 (a) regarding overtime
payments).
b) In the case of overtime worked on a public holiday or weekends the number of
accumulated overtime hours shall be converted into rest days. Where this is not possible,
at the discretion of management, the hours shall be compensated at the rate of two times
the employees’ basic hourly rate (Refer to Section 12.0 for conditions of Overtime under
12.2 (b) regarding overtime payments).
c) . The employer reserves the right to engage an employee on a public holiday or
weekends. In light of the above, working overtime shall: - not be automatic but rather,
pre-authorized and in case of emergencies (when it is not possible to have overtime
approved before the work is done) (Refer to Section 12.0 for conditions of Overtime
under 12.2 (c) regarding overtime payments).

11. TRAVEL ENTILEMENTS

a) Per Diem shall be a duty rate to be provided to a member of staff who shall have gone out
of station, on official duty and has to stay overnight as a result. Per Diem shall cater for
breakfast, lunch, dinner and accommodation (Refer to Section 13.0 for conditions of
Travel entitlements under section 13.2 per diem and other entitlements regarding in
section 13.2.1 (a) per diem).
b) Where the actual expenses exceed the per diem, justification and approval shall be given
before an imprest (to be accounted for) shall be given or reimbursement against receipts
considered (Refer to section 13.2.1 (b) regarding per diem).
c) Day Safari Allowance (DSA) shall be provided to staff who shall be at a distance of
20km plus out of their station on official duty for more than 6 hours but less than 12
hours provided always that their nature of work is not routine field based activity (Refer
section 13.2.2).

6
12. BENEFITS
a) An Officer may use his personal owned vehicle for official journeys with the prior
permission of the Executive Director/Director of Finance and Administration. Under such
circumstances, mileage reimbursement shall be paid at a rate to be determined from time
to time by management. (Refer to Section 14.0 for conditions of Benefits under 14.3
regarding mileage reimbursement).
b) Training Costs/Expenses (a) Where training is part of an approved RHU programmes,
RHU shall pay the salary, transport and costs of training plus per diems if another
sponsor does not meet these. (b) Where the training is funded by an organization other
than RHU, the rates applicable to the funding organization shall apply. (Refer to Section
14.4).
c) Hotel Costs A member of staff who has to stay at a hotel in the course of executing his
official duties may claim expenses incurred in respect of full board, if no per diem was
given or is not sufficient to meet hotel costs and shall be reimbursed an amount in excess
of the per diem (Refer to Section 14.4)
d) Group Personal Accident insurance shall be undertaken by the Association to cover
medical expenses in connection with accident as determined in the insurance contract.
For non-management staff, a worker’s compensation insurance shall be undertaken by the
Association for death or incapacitation and with coverage of medical expenses in
connection with accident in accordance with the Workers’ Compensation Act,2000 No.
225 (Refer to Section 14.6 for conditions of Transport under section 14.6.4 (a) regarding
accidents).
e) Gratuity Employees on contract terms of service are entitled for payment of gratuity at
the rate as agreed upon and stated in the employment contract. NEC shall determine the
rates and frequency of payment from time to time. (Refer to section 14.8).
f) Salary Loans Management may recommend employees to financial institutions to access
salary loans on terms and conditions as agreed upon between the Employee and the
Financial Institutions. RHU shall not at all be held accountable for any liability arising
from these transactions
g) Group Personal Accident Insurance Management staff shall be provided with a Group
Personal Accident Insurance policy.

7
13. UNIFORMS AND PROTECTIVE CLOTHING
a) Management of other Association Property an employee shall keep and maintain
Association property that comes into his/her possession in the course of his/her
employment, in a safe, clean and functional condition; and such property, for instance
Lap Top, Modem, and Flash Disks shall be exclusively used for the benefit of the
Association. Proven misuse of or damage to Association property shall constitute grounds
for disciplinary action (Refer to section 15.3).

14. STAFF APPRAISAL

a) Every Employee’s employment period including the Executive Director shall be
subjected to 3 competence based open appraisals (1 every year for 3 contract years). The
second competence based appraisal is a watershed appraisal exercise that shall constitute
the basis for Renewal of Contract or not. During this appraisal, the employee’s future in
RHU shall be openly discussed using the evidence from the first to the second appraisal.
(Refer to Section 16.0 for conditions of Staff appraisal under section 16.1 regarding
appraisal procedure).
b) Personnel Actions Resulting from Performance Appraisals. The line manager may
recommend actions based on the annual performance review. Such actions may include
confirmation of employment contract, renewal or termination of contract, award of merit
step increases or bonuses, assignment to training and development programmes, special
assignments, temporary or permanent transfers, or other actions. (Refer to section 16.2)

15. TRAINING AND DEVELOPMENT

a) Management of Training RHU recognizes training and development as a very important
activity in improving the skills and knowledge of individual staff members in order to
improve productivity and enhance organizational effectiveness and efficiency (Refer to
section 17.1)
b) Training Plan. At the beginning of each financial year, the officer responsible for Human
Resources Management shall prepare an integrated Annual Training Plan based on

8
 training needs of RHU and its employees as identified in staff performance appraisal
reports and submit to the Executive Director. (Refer to section 17.2)
c) For RHU initiated and approved training courses lasting no more than 6 months, an
employee will be granted leave with full pay. Such an employee shall be bonded before
he takes the course to work for the RHU for the period of at least one year on completion
of the course. RHU’s mission will be used to determine the relevance of courses (Refer to
section 17.1, 17.5 on training costs and expenses and 17.5 (b) regarding restraint of
trade).

16. STAFF TRANSFER

a) When an employee is transferred from one station to another, the Executive Director may
authorize an advance of up to 2 months’ salary to enable him/her to meet expenses
arising out of such transfer. Such advance will be recovered from his/her salary in six
equal monthly installments from one’s salary drawn starting in the month after that in
which the advance is made. (Refer to Section 18.0 for conditions regarding staff transfer
in the company manual).

17. HEALTH SERVICES FOR THE STAFF

a) Staff on Probation or contract terms shall be entitled to a medical allowance according to
the grade levels they occupy (Refer to Section 19.0 for conditions of health services for
the staff under section 19.1regarding medical, dental and ophthalmic service and section
19.2, 19.3).
b) Any medical bill arising from accident met by the staff while on official duty will not be
deducted from their annual medical allotment. RHU will meet all the costs of
hospitalization for staff and authorized dependents in such cases (Refer to section 19.3
regarding limits and coverage of medical expenses under section 19.3.1 (v) in the
company manual).
c) Work-site Health Promotion Health promotion programmes will be instituted to promote
the employee’s health as well as improve productivity by reducing absenteeism arising
from ill health. Safety and anti-smoking, anti-alcohol and anti-AIDS campaigns as well
as counselling programmes shall be developed and conducted (Refer to section 19.4)

9
 18. BURIAL EXPENSES
a) The Association shall contribute to the burial expenses for RHU staff and their immediate
family, an amount determined by management from time to time (Refer to Section 20.0
for conditions of burial expenses under section 20.1 regarding death of an employee).

19. LEAVE
a) All employees of RHU shall earn an annual leave specified by their contracts (Refer to
Section 21.0 for conditions on leave under section 21.1 regarding annual leave in the
company manual).
b) Staff on contract or probation, who is unable to attend duty because of illness, shall be
granted sick leave provided a certificate from an approved registered medical practitioner
produced. (Refer to Section 21.2 for conditions regarding sick leave).
c) Study Leave. The Executive Director, upon recommendation by the Head of Department
through the Manager in charge of Human Resources, RHU Human Resource
Management Manual may authorize the granting of leave with or without pay to an
employee for the purpose of further training.
d) Female employees will be granted maternity leave on full pay for sixty (60) working
days. This can be extended by a period recommended by a medical doctor when
necessary. (Refer to Section 21.5 (a, b, c) regarding maternity/ paternity leave in the
company manual).
e) A five working-day paternity leave per birth shall be granted to employees (husbands)
when their declared wives have had a new baby or miscarriage (Refer to Section 21.5 (d)
regarding maternity/ paternity leave in the company manual)
f) Public Holidays Employees shall take leave on public holidays.

REFERENCE

Reproductive Health Uganda – Human Resource Manual 2014.

10
11