SERVICE RULES MANUAL FOR

LOCALLY RECRUITED STAFF OF DANIDA COMPONENTS / PROJECTS

3rd Version January 2011

TABLE OF CONTENTS O. Introduction 1. Purpose 2. Scope 3. Employee Relations Policy 4. General Regulations 5. Effective Date Appointment of Staff 6. Appointment of Staff 7. Medical Examination 8. Probation 9. Identity Card Salary 10. Salary 11. Festival Bonus Working Hours 12. Hours of Work 13. Public Holidays 14. Overtime Compensation Leave 15. 16. 17. 18. 19. Entitlement Annual Leave Sick Leave Emergency Leave Quarantine Leave Maternity Leave

Official Travels and Tours 20. Official Travels and Tours 21. Use of Vehicles Transfers 22. Transfers Staff Development Activities 23. Training and Development Programs

Medical Benefits 24. Medical Benefits 25. Compensation for Injury or Death 26. Selection of Nominee Termination on Medical Ground 27. Discharge Disciplinary Procedures 28. Disciplinary Procedures 29. Suspension 30. Dismissal Redundancy 31. Redundancy Termination 32. Termination Terminal Benefits 33. Gratuity Miscellaneous 34. Allowance for Additional Responsibilities 35. Uniforms and Working Clothes 36. Conflict of Interest 37. Professional Secrecy Retirement 38. Retirement 39. Certificate of Employment

ii

INTRODUCTION Staff rules are essential in the daily challenges with regard to pay procedures, promotion policies, vacation scheduling conflicts, turnover problems and other procedures. The rules protect the organization and staff against the possibility of charges of favoritism, unfair treatment, capricious rewards or promotions, discontent and disorganization. It will ensure that managers throughout the organization are handling personnel issues in a consistent manner. And they, in turn, will have no questions about the limits of their authority and their accountability for enforcing procedures and regulations. The rules and regulations have been drawn up based on legal norms and market practices on employment issues for the sake of bringing about a uniformity in all components/projects to observe. The service rules are intended to be implemented by the components/projects in a consistent manner.

1. 1.1.

PURPOSE AND OBJECTIVES The purpose of the staff rules is to ensure that the staff throughout Danida supported sector programs and projects are covered by a set of uniform policies, rules and regulations. SCOPE The service rules are produced to enable all staff members to be fully aware of the components/projects' human resources policies and procedures. The service rules will be available to all staff members who, irrespective of their grades, must go through the service rules to keep themselves fully abreast of their rights and privileges as well as their obligations in the discharge of their assigned duties and responsibilities. The conditions of employment and remuneration policies of the staff will be decided by the Embassy of Denmark (EoD) on the recommendation of the advisory group and any changes will be incorporated from time to time by way of amendments. The advisory group consists of the existing advisory panel with EoD as its chairperson. One advisor per sector in which Danida has sector/thematic programmes. In the case of a new project, EoD will decide the remuneration policies for the project staff in consultation with the concerned management1 and in line with the existing policies, as far as possible. Whenever there is any doubt as to the meaning and interpretation of any provision of these rules, the management will refer the matter to EoD. The EoD may give its interpretation on the issue directly to the concerned management or refer the matter to the advisory group to debate the issue in a meeting and give its views on the correct interpretation. EoD will take the final decision. All management groups will be notified of the decision accordingly. It is to be appreciated that these rules cannot cover all aspects of the component's/project's relation with its staff. While there are sufficient varieties of methods and approaches that can be adopted to solve a particular problem, it is of vital importance and staff must appreciate that no component/project will take unilateral decisions, which may affect other components/projects. This means that any decision, required to be taken by any component/project, which may have repercussion at other units will have

2. 2.1. 2.2.

2.3.

2.4.

2.5.

2.6.

2.7.

Management throughout the service rules is defined as written in the programme documents / component descriptions

to be referred to the advisory group chaired by EoD for prior agreement before implementation. 2.8. The management should not commit the component/project in any way to any amendments or changes to existing rules and regulations except by a written authorization from the EoD. All policy decisions and changes in the existing rules and regulations applicable to the components/projects will be taken or made by the EoD in consultation with the advisory group.

2.9.

2.10. All components/projects will, however, have the discretion in formulating their rules and regulations to suit their work requirement and convenience. While doing so the component/project should always keep in mind that any deviation from the provisions of these rules will not be allowed without amendment, which can only be agreed upon by the advisory group in consultation with EoD. 3. EMPLOYEE RELATIONS POLICY We recognize the interdependence between the employer and the employees and believe that each should give the other a fair treatment. In order to do this, we specifically aim to do the following: 1. To create a climate of trust and support within the organization that will encourage people to work together as a team and to be innovative and creative. To maintain workplace and environmental conditions which permit employees to work to their maximum effectiveness. To ensure that Government and component/project rules of safety and hygiene are strictly observed. To offer pay and benefits and conditions of employment that is competitive with other comparators (donors) in the country to attract and retain people of caliber. To regularly provide information to the employees regarding different aspects of the operation and its relevant progresses. Furthermore, to involve the employees in matters which are of concern to their job and work situation. To develop an effective internal communication and involvement mechanisms which will encourage employees to identify themselves with the organizations and its activities.

2.

3.

4.

5.

6.

To adopt and institute a planned and systematic approach to anticipated changes and to develop plans for preparing employees for technological and environmental changes. To identify the employee's needs for training and development and provide them with the necessary development opportunities in order for them to advance in careers. To ensure that employment opportunities are conformed to the established and acceptable practices of the country.

7.

8.

4. 4.1

GENERAL REGULATIONS The service rules embody the conditions of service, rights, duties and obligations of locally employed staff members of all the Danida components/projects within Bangladesh. The service rules supercede all existing and previous administrative instructions on the subjects covered. It is the authoritative guide for all personnel affairs of the components' /projects' staff members. Review and amendments of any rules, as and when necessary, will be made by the Embassy of Denmark, Dhaka on the recommendation of the advisory group. The components/projects will be notified of the changes as they occur. EFFECTIVE DATE This revised edition will come into effect from 1st January 2011.

4.2

4.3

4.4 5. 5.1

Signature and Date Mette Schou Heise

6.

APPOINTMENT OF STAFF

Recruitment 6.1. Whenever there is a need to fill a vacancy in a project, the management involved will prepare a 'Staff Requisition Form' (see appendix B). Along with the job description and person specification, the form will then be sent to the administration department of the component/project for processing. All new vacancies will be filled through external recruitment. Current advisors are welcome to apply.

6.2.

Selection Procedure 6.3. All prospective candidates are required to complete an 'Application Form for Employment' (see appendix C). The administration department along with the concerned department head or his/her representative are responsible for screening applicants, holding written tests, arranging interviews and short listing of qualified candidates, based on job descriptions and person specifications which will include: 6.4. Prescribed educational qualifications. Relevant experience. Age References from the past employers and any other professional who knows him/her closely. Knowledge of English language, wherever applicable.

A selected candidate will be issued with a Letter of Appointment, (see appendix D) detailing the terms and conditions of service, in duplicate, which will be signed and returned to the office as a token of his/her acceptance of the offer. All project staff will be appointed for work of a limited duration as indicated in the Letter of Appointment. The services of the staff will automatically stand terminated on the day the contract of employment expires unless the contract is renewed. MEDICAL EXAMINATION All staff will, on their first appointment, be medically examined by a medical practitioner authorized by the component/project. The component/project may also require a staff to be examined at any time during his/her service tenure by a medical practitioner authorized by it.

6.5.

7. 7.1. 7.2.

7.3. The component/project will bear the cost of all medical examinations undertaken at its request. 5

8. 8.1. 8.2.

PROBATION All staff members, except daily rated casual workers, will have a probationary period of three months. Management will assess their competencies and .performance during the probationary period and a decision to confirm, terminate their services or extend their probation for another period must be taken and communicated in writing. On successful completion of the probation, a letter confirming the employment of the staff member will be issued before the expiry of the probation. On completion of the probationary period, the staff will be entitled to receive all admissible benefits as per the service rules from the date of joining. In case of termination during the probationary period, a letter has to be issued before the expiry of such period. IDENTITY CARD All staff members in the components/projects will/may be issued with identity cards and they must keep the cards with them while on duty. SALARY

8.3.

8.4. 8.5. 9. 9.1. 10.

10.1. Salary means gross salary. 10.2. For each grade there is a salary range, showing the minimum and the maximum. Each staff member shall, upon employment, be classified in a salary grade and placed in a salary step (see appendix E). 10.3. Normally, a staff member starts on salary step 1 in the appropriate salary grade. However, a staff member may be placed on a higher salary step depending on their knowledge, experience and competence. Necessary rationale must be documented with justification in favor of the decision. 10.4. There will be an annual performance appraisal for every staff member to evaluate his/her performance. The appraisal will be conducted by management. 10.5. Subject to the annual appraisal, each staff member will after one year of service - every second year after reaching step 15 - move up one salary step in the respective salary until the staff member reaches the top salary step in that grade.

10.6. If a staff member is shifting position to a job with added responsibilities or a job position is upgraded with added responsibilities that justify a change in grade or step, necessary detailed documentation approved by the component/project management must be in place on the files. 10.7. Automatic change of grade upward when a staff member reaches the top of the salary range is not allowed. Moving up from one salary grade to the next grade can only happen if the job content substantially changes as a result of job re-evaluation. Change of job grade also takes place when a staff is promoted. 10.8. The income tax liability will be deducted at source. The component/project's accounts department will provide a certificate to the individual staff on deduction of tax from his/her salary. 10.9. The component/project is not in a position to give loans, housing allowance, or to pay to pension schemes. 11. FESTIVAL BONUS

11.1. All staff members shall receive a festival bonus equal to one month's salary per annum on festival occasions. This can be paid on a pro-rata basis if a contract is being terminated prematurely. 11.2. For staff members who have not completed one year of employment, bonus shall be paid on a pro-rata basis. 11.3. The bonus will be paid before the religious festivals, e.g. Eid, Christmas, Puja, Buddha Purnima etc. as opted by them. 12. HOURS OF WORK

12.1. Components/projects may work up to 40 hours a week excluding breaks. However, components/projects working closely with the government agencies will have the discretion to fix the weekly working hours according to their working hours. 12.2. Individual working hours for grades VI and VII will be fixed as per work schedule. 12.3. During the month of Ramadan, the working hours shall be adjusted according to the Government declared timings. 12.4. A staff is required to attend office and maintain normal working hours on general strike days (hartals). Those who fail to attend office on days of hartal shall have to adjust their absence against their annual leave entitlement.

13. 13.1. 14.

PUBLIC HOLIDAYS National/public holidays will b~ announced by management at the beginning of the year in conformity with the Government declared holidays. OVERTIME COMPENSATION

14.1. Staff of grade IV - VII may be required to carry out overtime work on any day of the week. 14.2. The difference between actual working hours and the agreed weekly working hours shall be considered as overtime. 14.3. This overtime should be paid for at the rate of 1.5 of hourly wage. Total overtime per month must not exceed 60 hours. In connection with overtime the working hours per month = 20 days per month x (normal working week hours/5). 14.4 Overtime shall be paid if more than 30 minutes of work has been done.

14.5. If a staff is required to work on a weekly holiday, s/he shall be allowed a compensatory holiday within the following three days, in addition to overtime payment at double rate. 14.6. However if any staff is required to work on a Government holiday, s/he shall be given overtime payment at double rate. 14.7. For staff members of grade I III, who are not eligible for overtime, compensation in the form of time-off may be given by the management, subject to the exigencies of the project. 14.8. All overtime work must be authorized by the supervising manager in writing. If possible, prior approval for overtime shall be -taken for a particular assignment with a copy to the finance/administrative department. 14.9. Overtime records will be maintained by the finance/administrative department of the project. 15. 15.1. ANNUAL LEAVE Annual leave will cover 1st January 31st December of a year.

15.2. Staff members are entitled to 5 weeks of annual leave during one full year of service (25 working days based on a five day working week). 15.3. When starting or terminating service with components/projects, the leave due will be calculated on a pro-rata basis.

15.4. At the beginning of the year, staff members may submit their leave plan to management, who will develop an annual leave plan for the project, taking into account the preferences of the individuals as much as possible. Approved individual leave plan will be returned to the staff. 15.5. Applications for leave shall be submitted on a prescribed form (example in appendix F) and according to the procedure laid down. Staff members must obtain the leave approval before proceeding on such leave. 15.6. Approval of leave shall be obtained from immediate supervisors well in advance, not less than 3 days, and coordinated with the relevant section/supervisor prior to the commencement of leave. 15.7. Where warranted by work exigencies, the component/project may require staff to defer their approved leave in writing with a copy to the administration for record purposes. In such circumstances, the unavailed leave will be added to or carried over to the subsequent year's leave or paid for if the individual leaves employment meanwhile. A staff member may carry forward to next year maximum 10 days of unavailed annual leave. Leave cant be accumulated over several years. 15.8. Unavailed leave cannot be encashed except as stated in 15.7 16. SICK LEAVE

16.1. Staff members shall inform supervisors as soon as possible of their absence due to sickness. 16.2. A staff member will be entitled to a maximum of 14 days sick leave with pay in a year. The sick leave is to be applied for on a prescribed form (example in appendix G). Application for more than 3 days sick leave will have to be submitted with a medical certificate from the attending physician diagnosing the nature of sickness and recommending the period of absence needed to recover. 16.3 With genuine justification, absence due to sickness beyond 14 days in a year, project management may consider the leave with pay for maximum 1 month.

16.4. In the matter of sick leave, the management may require the staff member to appear before a registered medical practitioner authorized by the component/project. 17. EMERGENCY LEAVE

17.1. On the discretion of management staff members may be granted up to 10 days emergency leave per year. Such leave should be applied for on a form prescribed by management and should also be approved by EoD. (annex F)

18.

QUARANTINE LEAVE

18.1. When a staff or any member of his/her family, living 'with him/her, has or is suspected of any communicable disease by the management or a registered medical practitioner, s/he will be on quarantine, as required. 19. MATERNITY LEAVE

19.1. A female staff member is entitled to four calendar months (as per govt. rule) maternity leave with full pay. The leave can be taken before and/or after confinement according to the discretion of the applicant. 19.2. A pregnant staff member must notify the project of her pregnancy not less than three months prior to the expected date of confinement.

19.3. A female staff member who has taken her maternity leave shall not forfeit her annual leave in that year. 19.4. Absence due to pregnancy and childbirth shall not be counted as illness. 19.5. The above provisions shall apply to the female staff member confirmed in service. 19.6. A male staff member will be allowed to take up to one week's paid leave in connection with his spouse giving birth. 20. OFFICIAL TRAVELS/TOURS

20.1. A staff member who is required to undertake duty travel within Bangladesh will receive per diem and reimbursement of expenses (See Appendix H). 20.2. The rates for metropolitan areas (Dhaka and Chittagong) will be different from other areas. Local transport (rickshaw, taxi, tempo, bus etc.) costs at actual at outstation will be paid for additionally. 20.3. A staff member who is required to undertake duty travel is entitled to a travel advance in respect of expenses and allowances as mentioned above. 20.4. The rates are revised, as necessary, and EoD will notify the changes accordingly. 20.5. When a staff member is required to undertake duty travel abroad, the rules provided by the EoD will be followed. 20.6. All staff members are required to submit a travel report and an expense statement within three days of the completion of the travel/tour.

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21.

USE OF VEHICLES

21.1. No staff member is allowed to use project vehicles for private purposes. 21.2. Pick up and drop service will not be provided. Staff will be entitled to a conveyance allowance specified in annex H. 21.3. Unless otherwise agreed with individuals, motor cycles and bi-cycles provided for field work will be used within the designated area only. 21.4. Drivers should take all safety measures while using any such vehicles ensuring safety to its passengers and vehicles. 21.5. In the event of any accident, the driver shall, if possible, report to the project office immediately. 22. TRANSFERS

22.1. Component/project work exigencies may require a staff member to be transferred/deputized permanently or temporarily from one unit to another within the sector and intra sector. 22.2. The transfer has to be approved by management 22.3. A staff member on permanent transfer will receive an additional one month salary to meet the transfer expenses, resulting in relocation of office/residence. 22.4. A staff on deputation will receive the allowance/hotel expenses as mentioned in section 17 according to his/her grades. Deputation will not be for more than one month. 23. TRAINING AND DEVELOPMENT PROGRAMMES

23.1. Components/projects shall provide staff development activities like training, attending workshops, exposure travel etc., as deemed necessary. 23.2. For overseas training, the staff member has to guarantee that on his/her return to Bangladesh, s/he will join the office in his/her position and shall continue his/her services with the component/project as per the declaration form. 23.3. Staff members going for overseas training will receive allowances as per the EoD rules. 23.4. Individual staff member participating on such overseas training will be responsible for obtaining visas. The visa cost is reimbursable, while the cost for passport will be on the participant's own account. 11

23.5. Staff members attending in-country training programme will be paid daily allowances and hotel expenses according to section 20 as applicable to their grades. 23.6. If the training course takes place in the participants hometown, no per diem or hotel accommodation will be provided. 24. MEDICAL BENEFIT

24.1. When a staff member has been absent ii-on duty for more than three days the component/project can request a medical certificate from a certified doctor. 24.2. The component/project will take up a health insurance plan for each staff member and/or his/her immediate family (i.e. spouse and unmarried children less than 21 years of age) according to the following rules: a) b) c) If the spouse works and enjoys medical coverage, no reimbursement of medical costs can be given to the spouse. If the child is 21 years or more of age and working, no reimbursement of medical costs can be given to him/her. The hospitalization plan will be 80 % of any claim and maximum BDT 100.000 per year per employee (according to insurance policy). Any claim above this amount cant be catered for. The out-patient plan will be 80% of any claim and maximum of BDT 30.000 per year per employee (according to insurance policy) Claims for non-prescribed medicine, thermometers, hearing aids, glasses, sticks etc., will not be reimbursed. Costs for optical tests, dental care, medical routine check-ups (except those ordered by the component/project) will not be reimbursed. Where the staff member has sustained a major injury whilst on duty the component/project will meet all associated medical costs. The decision as to whether such injury is related to the staff members duty will be made by the component/project after hearing of a third party medical authority.

d) e) f) g)

25.

COMPENSATION FOR INJURY OR DEATH

25.1. Danida has centrally arranged a group insurance policy (appendix I) for all staff members with an insurance company, the premium of which is being paid by Danida. The details are available with component/projects. 12

25.2. When an individual has sustained injury or death while in the service of the component/project, s/he will be paid the full compensation as prescribed by the insurance company. However, this amount must not be less than what is prescribed by national law. 25.3. A staff member or his/her surviving nominee(s) shall be entitled to compensation in the event of injury or death in accordance with the group insurance policy. 25.4. A staff member will be covered by a group insurance policy from the very first day of his /her employment with the component/project. 25.5. A daily rated casual worker, sustaining injury or death while on duty will be paid compensation as prescribed by the national law. 26. SELECTION OF NOMINEE

26.1. At the time of joining the office the staff member will select a nominee in a prescribed form, with a passport size photograph of the nominee and at least two witnesses from the office. 26.2. In case of death/accident of a staff member, the nominee will draw all dues credited in the account of the staff, including gratuity, if any. 26.3. If no nominee has been selected, a succession certificate will be required from the court of law. 27. DISCHARGE

27.1. When a staff member has been absent from duty due to illness or injury for more than 120 calendar days during any period of 12 consecutive months the component/project is entitled to terminate the contract of employment. 27.2. For terminating the employment of a staff by the employer and if it is not due to the completion, cessation, abolition or discontinuance of the component/project work, three month's notice or pay in lieu of, shall be given by the employer. In addition the staff member will be entitled to gratuity. 28. DISCIPLINARY PROCEDURE

28.1. A staff member may be dismissed without prior notice or pay in lieu thereof, or any compensation if s/he is convicted for an offence; or, found guilty of misconduct. 28.2. The following acts and omissions shall be treated as misconduct: a) Willful insubordination or disobedience, whether alone or in combination with others, to any lawful or reasonable order of a superior; 13

b) c) d) e) f) g) h) i)

Theft, fraud or dishonesty in connection with the employer's business or property; Taking or giving bribes or any illegal gratification in connection with his/her or any other worker's employment under the employer; Habitual absence or unauthorized leave for more than ten days; Habitual late attendance; Habitual breach of any rules or regulation of the service rules; Riotous or disorderly behavior in the office, or any act subversive of discipline; Habitual negligence or neglect of work; Falsifying, tampering with, damaging or causing loss of employer's official records.

28.3. While taking disciplinary action, which might result in warning, suspension without pay as a measure of punishment or dismissal, the following procedure shall be followed before any order is issued: a) the allegations against him/her are recorded in writing; b) s/he is given a copy thereof and has not less than 4 working day's time to explain; c) s/he is given a personal hearing; 28.4. Where no explanation has been received from the staff member charged with misconduct within 7 days as specified in the charge sheet, component/project may take decision in the matter without the consent of the concerned staff member. 28.5. A staff member may, however, be cautioned against any unsatisfactory performance or behavior and the cautionary letter will be entered in the staffs personal record. 28.6. In awarding punishment, management shall take into account the gravity of the misconduct, the previous records, if any, of the staff and any other extenuating or aggravating circumstances that may exist. 29. SUSPENSION

29.1. In case of suspension of any staff member pending enquiry, s/he will be paid subsistence allowance equivalent to half of his/her monthly salary during the period of such suspension. 29.2. If on enquiry, a staff member is found guilty of the charge and is punished, s/he shall not be entitled to his/her salary for the period of suspension for enquiry. 29.3. If the staff member is found not guilty, s/he shall be deemed to have been on duty for the period of suspension for enquiry and shall be entitled to his/her full salary for such period of suspension. The subsistence allowance paid shall be adjusted accordingly. 14

30. 30.1. 30.2.

DISMISSAL Dismissal means severance from the services of the staff by the employer for misconduct. No order for dismissal of a staff shall be made unless: a) The allegations against him/her are recorded in writing. b) S/he is given a copy thereof and not less than four working days time to explain. c) S/he is given an opportunity for personal hearing during the enquiry proceeding. d) The management approves of such order.

30.3. An order of dismissal or suspension in writing may take effect immediately on delivery to the staff member. 30.4. If the staff member refuses to accept notice, letter, charge-sheet, order or any other document addressed to him/her by the component/project, it shall be deemed that such notice, letter, charge-sheet, order or the document has been delivered to him/her if a copy of the same has been exhibited on the notice board and another copy has been sent by registered post to the address of the staff as available from the records of the component/project. 30.5 The dismissal will be effective from the date of suspension or with immediate effect, whichever the case may be. A staff who is dismissed loses bonus and gratuity payments. REDUNDANCY

31.

31.1. When a staff member's job ceases to exist as the result of organizational changes within the components/projects who thus becomes redundant and alternative employment is not available or if alternative employment is refused the following principles shall apply: 31.2. Staff employed in any component/project who has been in continuous service for more than 1 year can be made redundant by the employer when the staff member has been given three month's notice in writing, indicating the reasons for redundancy. 32. TERMINATION

32.1. A staff members employment ends automatically when the contract period expires, in which case gratuity is applicable. 32.2. On expiry of the project, all contracts will stand terminated. Staff members will be entitled to gratuity.

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32.3. If the component/project expires prematurely for any reason whatsoever, the staff will be notified three months before such expiration, in which case, payment of gratuity and pro-rata bonus will be applicable. 32.4. For terminating the employment of staff members the employer will follow his contractual obligations as per the conditions of the letter of employment as well as the present service rules. (Gratuity, bonus, Etc.). Employees are required to give at least one month's notice. 33. GRATUITY

33.1. After the completion of 12 months continuous service, a staff member shall be entitled to one months salary for every completed year of service. The gratuity is based on the staffs salary at the time of termination of service. 33.2. Payment on a pro-rata basis will also be made where the staff member has not completed full year's service. 33.3. Gratuity will, however, not be payable if the staff member is dismissed from the service on ground of misconduct. 34. ALLOWANCE FOR ADDITIONAL RESPONSIBILITIES

34.1. When a staff member (in grades IV and V), in addition to his/her own responsibilities, is required to perform duties of a higher position, or equivalent position for a temporary period, at least for one calendar month, s/he will receive 25% of his/her current salary in addition to his/her regular salary. 34.2. This amount will not be taken into account while calculating bonus or gratuity payments. 34.3. This allowance will be limited to a period of3 months only. 35. UNIFORMS AND WORKING CLOTHES

35.1. On confirmation in service, grade V to VII staff shall annually be provided with working clothes and uniforms which must be worn while on duty. (see appendix J). Failure to comply with this will be construed as misconduct. 35.2. It is a general obligation that the clothes must be kept neat and clean. 36. CONFLICT OF INTEREST

36.1. A staff member of the component/project is not allowed to have any other employment or assignment or carry on any activity which could impair confidence in the impartiality in performing the duties, or which could damage the component's/project's interests. 16

36.2. A staff member is not allowed to solicit or receive any fee, gratuitous payment, agency or goods etc. for any matter or service connected with the duties of the component/project. 36.3. Staff members agree to adhere to the Danida anti corruption code of conduct, which has been presented to them at the time of employment (Appendix L). 37. PROFESSIONAL SECRECY

37.1. Matters which come to the staff member's knowledge in his/her official capacity and whose concealment is required by the circumstances or-based on instruction shall be treated as confidential. 37.2. On termination of a staff member'~ service, for any cause whatsoever, the staff member shall hand over to the project all property of the component/project for which s/he was responsible, together with documents, files, lists or notes executed by the staff member during the employment period. 38. RETIREMENT

38.1. A staff member retires from the service of Danida component/project on the day his/her 63rd birthday falls. 38.2. However, a fresh contract can be offered to the retired staff with mutual consent. 39. CERTIFICATE OF EMPLOYMENT

39.1. When the service of a staff member comes to an end due to termination, resignation, discharge, dismissal, redundancy or retirement, the staff member shall be entitled to receive a certificate of employment stating the period of employment. (see appendix K).

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LIST OF APPENDIX Appendix A Appendix B Appendix C Appendix D Appendix E Appendix F Appendix G Appendix H Appendix I Appendix J Appendix K Appendix L Categories of Staff Staff Requisition Form Application Form for Employment Letter of Appointment Salary Structure Leave Application Form (Annual Leave) Leave Application Form (Sick Leave) Allowances for Official Tours/Travels Group Insurance Policy Uniform Regulation Certificate of Employment Danida Anti-Corruption Code of Conduct

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Appendix A Categories of Staff Grade Grade I: Senior staff who have a high degree independen and make their own decisions under define areas of responsibilit Senior staff who take care of certain independently and who, on their own initiative, communicate with the local authorities and offices. Grade III: Mid-level staff who deal with routine cases, however, of independent Can only make decisions upon special authority. Grade IV: Technical staff /support staff in office functions. Technical staff/support Administrative service functions. Motor vehicle drivers. Support staff m Junior Socia-Economist Field Researcher Junior Secretary Archivists Office Manager Job Title (non exhaustive) (Sr.) Programme officers

Grade II:

Administrative Officers Accountant

Grade V:

Grade VI: Grade VII:

Driver Messenger Cleaning staff Gardener Security Guard

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Appendix B

Staff Requisition Form 1. 2. 3. 4. 5. 6. 7. 8. Department Job Title Job Grade Job Description (Attach a copy) Person Specification (Attach a copy) Approved Establishment Actual Establishment Reasons for Employment : : : : : : : :

.. Finance/Admin Manager

Management

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Appendix E Danida Financed Projects and Components Salary Structure Salary scale as per the latest 5.6% inflation adjustment effective from 01 July 2010 Step Grade I Grade II Grade III Grade IV Grade V Grade VI Grade VII

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18

54034 56745 59579 62545 65699 68975 72418 76083 79882 84068 88004 92490 97118 101738 106825 112149 117748 123636

42041 44146 46342 48637 50881 53601 56320 58900 62097 65142 68465 72075 75679 79740 83749 88076 92473 97092

30014 31526 33017 34668 36399 38299 40223 42052 43959 46317 48885 51050 53601 56260 59095 61787 65142 68419

24029 25229 26482 27797 29184 30519 32197 33784 35428 37087 39023 41148 43173 45344 47625 49999 52488 55122

15021 15780 16540 17406 18235 19152 20029 21027 22172 23197 24478 25714 26969 28354 29741 31251 32798 34440

8424 9005 9596 10315 10985 11725 12565 13431 14174 15222 16372 17492 18695 20029 21007 22068 23155 24309

7275 7860 8238 8875 9493 10084 10815 11557 12425 13282 14174 15222 15497 17449 18333 19260 20221 21220

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Appendix H Allowances for Official Tours and Travels Grades Daily allowances * Overnight (Taka) 2,000 Hotel expenses ** On production of receipts, but not exceeding (Taka) 2,000 Travel

I II

Economy Air 1st Class A/C Train A/C Coaches & Buses III 1,550 1,500 Economy Air (when necessary) 1st Class Train A/C Coaches & Buses IV - V 1,300 1,200 Economy class Train, Coach and Bus VI - VII 1,070 850 Economy class Train, Coach and Bus The rates for metropolitan areas for hotel expenses will be Taka Taka Taka Taka

3,000 2,000 1,700 1,300

for for for for

Grades I II, Grade III, Grades IV V Grades VI-VII

* Travel allowance can only be claimed in connection with overnight stay. The daily allowance is calculated on a prorate/hourly basis. To justify the travels, daily allowances can only be paid upon submission of original bills. If breakfast is included in the hotel/guesthouse bill, the rate will be reduced with 15% of the full bill, and 30% will be deducted and dinner respectively. Same rate of deduction will be applicable if there is any official breakfast, lunch and dinner. ** Only exception is Danida Guesthouse, where the current rate of accommodation will apply. Conveyance Allowance Staff based within the metropolitan city limit (Dhaka and Chittagong), will be entitled to a Conveyance Allowance of Taka 3000. Staff based outside the city limits will be entitled to Taka 1500 as Conveyance Allowance.

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Appendix I Group Insurance Policy The following is the total insured amount for the staff members of different grades: Grade I III : Grade IV V : Grade VI VII : Taka 6 Lac Taka 6 Lac Taka 6 Lac

The Component/project will pay the premium as arranged with a reputed insurance company.

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