admin policy

8/10/2019 Admin Policy

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Copyright KONA@SL

Confidential

November 16th, 2012


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1. Working Hours

2. Introduction to Kona@I Co. Ltd

3. Introduction to CIBL Technology Consultants

4. KSL Vision Mission and Objective

Innovation Model(s)

Strategy

Areas of Research Interests

5. KSL Talent Acquisition Talent Acquisition Process

Engineering Skills of Interest

Benefits for Engineers @ KSL


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1. Working Hours


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KSL has 5(five) working days starting from Monday till Friday with

weekends on Saturday and Sunday.

All employees must attain 45 working hours in a week and the hourbreakdown per week is as follows:

Days Total Hours Start timeLunch & Prayer

breakEnd time

Mon Thu 9 hours 9:00 am 1:00 pm 1:30 pm 6:30 pm

Friday 9 hours 9:00 am 1:00 pm 2:00 pm 7:00 pm


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The employees must entry to office before 9:00 am

In case of unexpected emergency if the employee has to arrive late ordepart office early he/she must inform the administration and his/herrespective pool leaders.

If the employee enters office after 50% of the first half [9:00 am 1:00

pm] of office has commenced, OR leaves the office prior to thecommencement of 50% time of the second half [1:30 pm to 6:30 pm], itshall be considered as a half day leave.

It is a norm at KSL to inform the administration and the pool leaders viashort messaging service (SMS) in case of late entry to office.

In case of early departure employees inform the respective pool leaders,concerned team mates and administration through email as soon as theyare aware of their departure time.


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The employee must report the actual amount of time spent at

office. If he or she works at office for more than the official statedtime it must be reflected in the timesheet.

If the employee is required to work late due to urgent project

work and stay for more than 9:00 pm, KSL shall provide theemployee with food and drinks approved by OperationsDepartment.


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At KSL, employees are encouraged to finish work within the

official working hours. However, if for a special circumstancesany employee has to work from home he/she must keep trackof time worked and report the hours in the time sheet andalso inform the pool leader. But no engineer shall take laptopout the engineers room without CTO written permission.


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Ramadan timings

During the Ramadan month the office timing is rescheduled keeping comfort ofthe employees, traffic within the city in mind.

By norm, the following are the working hours during the Ramadan month,(subjected to change)

Employees who dedicatedly work for projects are sometimes required to stay atoffice for longer hours. KSL shall provide these employees with superior iftar andrefreshments from well reputed restaurants during these hours.

Days Hours Start time End time

Mon Thurs 7.5 hours 8:30 am 4:00 pm

Friday 7.5 hours 8:30 am 4:30 pm


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As most other companies in Bangladesh, KSL remains open during

the political strikes. However, this is subjected to change based onthe current political conditions.

KSL will remain completely closed during the curfew period, if any.


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KSL supports employees to pursue their higher education,

preferably in weekend classes.

However, the employee must give his or her first priority to theoffice and come to work if any urgent issue arises and there is aconflict between office and class schedule.

The employee must inform the management, & pool leaders andadministration about the class timings well in advance.

The administration will come to an agreement with the employee

on whether the absence will be treated as Early Leaving orreduction of Leave


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2. Leave Policies in Brief


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The employee is entitled for different types of leave the details of which

are given below.

Type of leave Description

Casual Leave Annually 14 days with pay

Medical Leave Annually 14 days with pay

Maternity Leave 180 days with pay

Festival Leave All government holidays

Special Leave As sanctioned by the authority

Permission must be obtained in advance for leaves.


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The employee is entitled for different types of leave the details of which

are given below.

Required Planned leave(s) Notification Period

1-2 days 1 week

3-4 days 2 weeks

5 days 4 weeks

Exceeding 5 days 6 weeks

For sick leaves employee must inform the administration and respectivepool leaders before 9:30 am so that the work mates can plan accordinglyfor the day.

For sudden emergency situations employees can take leave by informingthe administration and pool leaders the reason for the leave and therejoining date. Upon joining the employee must inform the administrationand submit the leave application.


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3. Office Rules


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All KSL Team Member must strive to be decent and fair minded,

and do what is right on the job, even in the most difficult situations.

Every new KSL Team Member to fully understand the ethical andlegal principles that govern KSLs actions. Our Business ConductPolicy provides a clear picture of what we stand for as an

organization, what we expect of ourselves, and what we must do tomaintain our reputation.

KSL uses a formal document as a roadmap for businessrelationships of every KSL Team member.


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It is absolutely prohibited to smoke and/or drinking alcohol inside

the office premises of KSL. Smoking zones are available outside theoffice arena.

It is strongly advised not to go for smoking in groups. Theemployee should resume work right after smoking is done.


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KSL follows the following policies in instance of usage of the

internet facility or entertainment:

The internet facility should only be used for official andprofessional purposes.

Access to any unauthorized and unsafe site using resourcesprovided by the company is strictly prohibited


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Behavior and attitude towards colleagues must be polite and

respectful at all times.

In case any conflicts arise it should be discussed openly withthe concerned colleague to find a solution.

The company believes in transparency amongst colleaguesand shall not accept politicizationor gossips. Any problemthat has a solution can be solved with a friendly, open andrespectful discussion.

There should be no discussion against the management withother colleagues.


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All employees are required to devote their full time and efforts solely to

the Companys activities. Killing office hours because of personal issues isbreach of company policy on business conduct.

Poking or discussion of personal matters of a third person within officepremises shall NOT be accepted.

During the office hours, within the office premises, none should discussabout any personal problems to any colleague in the office.

Personal relationships between colleagues should not affect the officework and professionalism must be maintained inside the office premise.

Team events must be attended and enjoyed as a team and sub groupingamongst colleagues shall not be accepted.


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The employee must understand the social, cultural and custom

boundaries at his / her workplace and official events at all times.

The company will take strict measure in case of any socially unacceptablemisconduct amongst colleagues or relatives of colleagues


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All employees are required to devote their full timeand efforts solely to the Companys activities.

The employee will conduct NO business transactions

with other employees, or relatives with the companysemployees, or with any other commercial and industrialentity without prior written approval from KSLManagement.


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4. Operation Rules


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The following should be updated regularly by the Administration department

through KSL Inventory Management Software :

Item categorization

Item Creation

Stock-in

Stock-out

Periodical Stock-in / Stock-out reports

Item reconciliation

Submit report to the Management on any inventory dispute.


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Any procurement over BDT 1,000,000.00 (BDT One Million) will be done

through tenders on approval of the managementKey suppliers for Admin & Infrastructural Materials will be identified fordirect procurement of small scale procurements of amount less than BDT1,000,000.00 (BDT One Million)

Following of a supplier will be carefully verified:

Credit and delivery policiesHistory and reliabilityPrice Fluctuation Trend / History

Critical items will always be identified and a priority inventory will bemaintained

Quotation from at least three (3) suppliers will have to be compared for anyprocurement of value over BDT 30,000.00 (BDT Thirty Thousand).


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Employee must not install any software in the official laptops

without permission from their line manager or system engineeror Infrastructure team.

If any specialized software CD or other media is taken from themanagement, or from the infrastructure team by anyone, and it will be

utmost responsibility of that individual employee to return that backimmediately after use.


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An email Notification to the Admin Officer must be made

using the existing format in practice, for using the ID telephoneline. COO and CTO must be kept in cc so that COO or CTO cancoordinate in case there are timing conflicts.

After the call, the employee must inform the Admin Officer of

the time taken for the call for accounting purpose.


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The employee to whom a company property (e.g. Notebook computer, chair,table etc.) is allocated for use, would be considered responsible for anydamages caused because of not ensuring the safety of that companyproperty by him/her, before leaving the office location.

The safety of the laptop/ desktop given during the employment period is theresponsibility of the employee. The employee is allowed to take the laptophome for official work upon written / electronic permission given by the CTO.However, the office will ask for compensation in case any harm is caused tothe laptop due to unreliability of the employee.

Protection of Company Properties


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The employee must refrain from keeping anything sensitive e.g. related topolitics or offensive in laptops or shared folder in server.

Exchange folder (shared folder in server)

To get temporary access to any of the servers, the employee must send an

email request to CTO with details of the name of the project, name of theserver and duration for which access is needed.

The employee must log off whenever he or she exits from any server.

Access to servers

The employees shall put the laptop and other items into the locker, beforeleave the office.

Clean Desk


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The employee must refrain from keeping anything sensitive e.g. related topolitics or offensive in laptops or exchange folder.

Exchange folder (shared folder in server)

To get temporary access to any of the servers, the employee must send an

email request to CTO with details of the name of the project, name of theserver and duration for which access is needed.

The employee must log off whenever he or she exits from any server.

Access to servers

The employees shall put the laptop and other items into the locker, beforeleave the office.

Clean Desk


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6. Hygiene Policies


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Wrap up all documents before leaving for the weekend.

Make sure that your used dishes are well washed by yourself after every use.

Ensure that others can use toilet with smile after youve left it.

Clean any garbage in office areas if you see it.

Refrain from backbiting within office premises.


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7. Cardinal Sins


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