hr policies and procedures

Doc. No.: BYBI QB SP_HR_001 Rev B

of 78 01.Jun.11

BYBI QB_SP_HR_001

Human Resources Policies & Procedures

B 01 Jun 11

Rev Date Sunil Karkera Thierry Figeureo Gilles Rolland

Prepared By Reviewed By Approved By

DISCLOSURE AGREEMENT: No part of this document may be reproduced in any form, without the written authorization of BYBI QB. All inquiries regarding this procedure shall be directed to the QHSE Manager who is responsible for its control.


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REVISION STATUS

REV DESCRIPTION OF CHANGES PAGE/SECTION DATE

A First issue All December 2009

B Disciplinary Policy 64 - 78 01 Jun 11


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Pages

1 ABOUT THE COMPANY 5 - 6

1.1 BOUYGUES

2 MANPOWER 7 - 17

2.1 Manpower Establishment

2.2 Recruitment

3 WORK ASSIGNMENT & PRACTICES 18 - 35

3.1 Working Hours

3.2 Probation Period

3.3 Promotion

3.4 The Holy month of Ramadan

3.5 Updating of Employees Particulars

3.6 Attendance and Punctuality

3.7 Retirement Age

3.8 Resignation & Termination of Employment

4 REMUNERATION & PERFORMANCE REVIEW 36 - 44

4.1 Salary Administration

4.2 Overtime and Associated Allowances

4.3 Transport Assistance

4.4 Annual Salary Review

4.5 Annual Performance Appraisal Review

CONTENTS


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Pages

5 EMPLOYEE BENEFITS 45 - 52

5.1 Leave Benefits

5.1.1a Annual Leave

5.1.1b Annual Leave Entitlement

5.1.2 Medical / Sick Leave

5.1.3 Maternity Leave

5.1.4 Paternity Leave

5.1.5 Compassionate Leave

5.1.6 Emergency Leave

5.1.7 Official Public Holidays

5.2 Medical Benefits

5.3 Employee Insurance Programme

5.3.1 Workmen’s Compensation

5.3.2 Group Term Life and Personal Accident

6 EMPLOYEE RELATIONS 53 – 54

7 TRAINING & DEVELOPMENT 55 - 63

7.1 New Employee Orientation

7.2 Types of Training

7.2.1 Internal Training

7.2.2 External Seminars / Courses

7.3 Application for Training Course

7.4 Training Evaluation

8 DISCIPLINARY POLICY 64 - 66

9 Annex 1 – Disciplinary Policy 67 - 78

CONTENTS


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Chapter 1

ABOUT THE COMPANY


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Chapter 1 (About the Company)

BOUYGUES

The BOUYGUES group, founded by Mr. Francis BOUYGUES in 1952, is been run by Mr.

Martin Bouygues, Chairman and Chief Executive Officer, since 1989. BOUYGUES is listed on the

Paris Stock Exchange – prime market – and included in the CAC 40 Index. Today BOUYGUES is

a diversified industrial group with a strong corporate culture. Its business activities include:

Telecoms-Medias with Telecommunications (BOUYGUES Telecom) and Television (TF1),

Utilities (Saur) and Construction, embracing building / civil works and electrical – contracting

(BOUYGUES Construction), Roads (Colas) and Property (BOUYGUES Immobillier).

Established in 80 countries, the BOUYGUES Group has a total workforce of more than 145,000.

In 2008, its sales amounted to 35 billion euros, of which 6.1 billion euros generated outside France.

We encourage our employee to be innovative and focus on continuous improvement. We aim to

motivate our employees by improving them with growth and advancement opportunities. In

addition, BOUYGUES group is a performance based company and we look after the welfare of our

employees by providing them with attractive fringe benefits.

There is a code of ethics for employee to follow and the core values of the organization have led to

the evolution of a strong organization culture. This is what makes BOUYGUES group a different

and unique organization with a strong corporate identity.

Employees who understand and align their individual objectives with the core values of our

company can better adapt themselves and contribute to the organization.

We will assist new employees through their socialization process so that they will be well prepared

to undertake any challenge in the future.


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Chapter 2

Manpower


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Chapter 2 (Manpower)

Section 1

Manpower Establishment


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Chapter 2 (Manpower) Section 1 (Manpower Establishment)

I – Preface

Effective Manpower forecasting and planning are fundamental requirements for the Company to

achieve maximum efficiency and productivity and proper control of its human resources. The

Company will therefore establish its Manpower requirements annually based on the number and

level of positions it requires in the Organization to meet its programmed operational needs during

the coming years. The Manpower Establishment will allow for Annual Leave, Shift Cycle and

Absenteeism thereby ensuring that work sites are properly maintained at all times.

II - Scope of the Main Elements

The specific elements of Manpower policy included in this Section are:

1 Manpower Requirement

2 Manpower Approval

3 Vacancies

4 Administration

5 Manpower Planning

III - Application

1. Manpower Requirement

The Company’s Manpower Requirement will include all fulltime permanent type

positions and the resources required to perform them in the Organization on the basis of:

1.1. Manpower Strength to determine the minimum number of employees required to perform

any particular job taking into account appropriate cover for Annual Leave/ Authorized

Absenteeism / Shift Cycle.

1.2. Job Classification / Evaluation to determine the relative importance to the Company and

responsibility of jobs.

2. Manpower Approval

Once the Company has approved its Manpower Requirement on the basis of its operational

requirements, any changes that may be required will be subject to approval by the Project

Director.

3. Vacancies

All vacancies on the Manpower Requirement will be filled subject to the Company’s

Manpower and Recruitment Policy.


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Chapter 2 (Manpower) Section 1 (Manpower Establishment)

4. Administration

The administration of the Companies Manpower Requirement shall be the responsibility of the

Human Resources Department.

5. Manpower Planning

5.1. Transfers

5.1.1. Within a Department, the signing authority remains with the Department

Manager. The department manager notifies Human Resources who will authorize

the changes to the system and inform the employee.

5.1.2. Between Departments requires agreement of both Departments’ Managers by

raising and signing the “Request for transfer” form. The approved request shall be

forwarded to the Human Resources Department who will authorized the changes

to the system and inform the employee. (BYBI QB FO_HR_013 A)

5.1.3. All transfers occur at same salary/salary grade.

5.2. Promotions

5.2.1. Transfers may or may not be associated with promotions. Once an employee has

been transferred into a position he may be promoted once the probation has been

satisfied to the department Manager’s satisfaction.

5.2.2. The employee may be promoted to the level of the new grade of the position.

When an employee is promoted to a higher Salary Grade, the change will be

recognized in writing and his salary will be adjusted.


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Chapter 2 (Manpower)

Section 2

Recruitment


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Chapter 2 (Manpower) Section 2 (Recruitment)

I. Preface

The Company will recruit the best qualified candidates available governed by such factors as

education, experience, skill, and any others as may be determined by Job Specifications.

II. Scope of the Main Elements

The application of the Company's Recruitment Policy is described under the following headings:

1 Recruitment

2 Vacancy Criteria

3 Recruitment Requirements

4 Employment Contracts

5 Contracts Provisions

6 Recruitment Procedure

III. Application

The Company ensures that all approved vacant posts on its Organization are filled to maintain

the effective running of its Operations. The Company will fill vacant positions by identifying

suitable candidates either internally or externally. Priority is given to the Company's existing

Manpower, particularly through Development, Promotion, or Transfer of suitably qualified

employees.

It is the responsibility of the Human Resources Department in conjunction with respective

Department to ensure that the most suitable candidate is selected to fill each vacancy. The final

selection for employment will be determined on the assessment of the candidate's ability to

perform the job for which he is identified by the Human Resources Department in conjunction

with the employing Department.

It is the responsibility of the Human Resources Department to co-ordinate and administers

recruitment actions for all Staff throughout the Company from authorization of staffing action

through induction and familiarization of new hire, promotions/ transfers / development of such

personnel to retirement or termination.

1. Recruitment

1.1. External recruitment can only take place against jobs in the approved Manpower

Requirement and provided there are no suitable candidates from within the Organization.


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1.2. It is the responsibility of the Department Manager to initiate the Recruitment Request form

to fill an approved vacant post. The completed Recruitment Request Form (RRF) should

be forwarded to Human Resources Department for further processing. (BYBI QB

FO_HR_001)

1.3. The Human Resources Department in cooperation with the hiring department is

responsible for determining the availability of suitable candidates from within the

Organization. In the absence of suitable candidates internally, the Human Resources

Department will search for candidates externally.

1.4. The hiring Department must, prior to submitting the Recruitment Request Form for a

vacant post, up-date the job description with all relevant details to assist the recruitment

process.

1.5. The Human Resources Department and the Department concerned shall participate

in the selection of the most suitable candidate.

2. Vacancy Criteria

2.1. Filling Vacancies will be filled by candidates who satisfy the provisions of the laws of

Qatar and who meet the job specification for the position.

2.2. Employees are assigned to positions for which, in the opinion of the Company, they are

best qualified. An employee may be required to work on a designated position in any

assigned location within the Company's Operations.

2.3. An employee will be considered for placement on the basis of educational background,

merit, competence and length of service compared to the requirements of the vacant

position. All pertinent facts will be presented by Human Resources Department to the

Department concerned for consideration against the requirements of the vacant position to

ensure proper selection.

2.4. The Human Resources Department shall ensure that as far as possible all vacancies are

filled from within by promotion, transfer or development of employees.

2.5. The Human Resources Department will maintain centralized records of all Company

employees applying for transfers and their preferences for job opportunities.


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2.6.Approvals All appointments within will be subject to the approval of the Department

Manager, Human Resources Manager, Finance and Administration Manager, and Project

Director.

3. Recruitment Requirements

3.1. Starting Salaries All newly engaged employees will be recruited at the appropriate Grade

and within the range of the Job Grade of the designated position. In special cases of merit

such as exceptional experience, qualifications, or based on the labour market situation, the

company may need to pay outside the salary range of the Job Grade. Such cases require

approval from the Manager Human Resources' in consultation with the Finance Manager /

Project Director concerned.

3.2. Documentation - Non Nationals Each prospective employee who is not a citizen of Qatar

must produce a valid passport and other relevant documentation required for working in

Qatar. The Human Resources Department will process applications for work permits of

those prospective employees who would require permits under the laws of the State of

Qatar.

3.3. Qualifications, Previous Service and Personal Status All candidates for employment

are required to complete the Company's Application for Employment Form (BYBI QB

FO_HR_003 A) and to produce certificates of qualifications. The Human Resources

Department will verify reference and details of previous employment if required. The

Human Resources Department is also responsible for checking the validity and accuracy

of educational certificates and other pertinent documentation relevant to the vacant

position.

3.4. Medical Examination Candidates recruited from outside Qatar will be required to

undergo a medical examination by an appropriate Physician and the examination findings

will be submitted to the Company.

3.5. Employment of Close Relatives The employment of close relatives within the same

department will not normally be allowed. Any exceptions are subject to the approval of the

Human Resources Manager for all staff. Relatives are defined for the purposes of

recruitment as brother, sister, father, mother, son, daughter, husband or wife (including In-

Laws).

4. Employment Contracts

Conditions of Employment shall be in accordance with the Company's Policies


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Candidates selected for employment by the Company will be notified of the applicable

conditions of employment at the time the offer is made.

Upon recruitment, the new employee will sign a contract of employment prepared by the

Human Resources Department stating his position, basic remuneration and appropriate

service conditions.

All employees are recruited under a contract of employment, which shall constitute the

essential terms and conditions and shall be signed in Qatar or in the Country of Origin

upon the employee's taking up employment.

The Human Resources Department will define and decide on the employment contract to be

used for the employee.

4.1. General Provisions The Manager Finance and Administration will sign all Contracts. A

copy signed by the employee will be retained in his personal file.

5. Contracts Provisions

5.1. Base Country The Base Country and nearest airport for each employee shall be

established and entered on the Contract of Employment at the time of recruitment.

However, the Company may accept at its sole discretion to change the base country airport

in the employee’s record.

5.2. Effective Date of Employment the effective date of employment shall be as follows:

5.2.1. Those Recruited Locally Qatar the date the employee commences his work.

5.2.2. Those Recruited from outside Qatar the date the employee leaves his base country

on his way to Qatar by the most direct route.

6. Recruitment Procedure The Human Resources Department shall be responsible for all

formalities to ensure the appointment of candidates for employment as follows:

6.1. Recruitment from Qatar Human Resources Department may liaise with the appropriate

Recruiting Agencies over Staff Level vacant posts to determine if they are able to

nominate suitable candidates for the Company's screening and selection. At the same time

arrangements will be made for advertisements in the local press depending on requirement.

Candidates may not be recruited until the Human Resources Department has covered the

following points satisfactorily.


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6.1.1. An application form should be completed on the standard Company form

supported by copies of appropriate credentials.

6.1.2. Human Resources Department will evaluate current employer of the candidate

to avoid conflict of interest situations.

6.1.3. A "No Objection Certificate" or letter should be produced by the candidate from

his present or previous employer in Qatar and/ or sponsor, plus appropriate

documents in case of transfer of visa.

6.2. Recruitment from outside Qatar In case the Human Resources Department was unable

to identify candidates from inside Qatar, they would be responsible to identify candidates

from outside Qatar. The Human Resources Department shall be responsible for

identifying candidates through external Agency databank or advertisement.

6.2.1. The Human Resources Department shall be responsible for screening all

applications and in conjunction with the appropriate Department Managers to prepare a

short list of candidates for interview.

6.2.2. It may be necessary to bring prospective candidates to Qatar for interview or send

representatives from both Human Resources and concerned Departments to interview

candidates outside Qatar. This decision will be determined by the cost effectiveness of

the numbers of vacancies to be filled, number of candidates to be interviewed, and place

of domicile of applicants. Recruitment Agencies may coordinate the interview process,

trade, and/or medical tests to be conducted in the base countries, or they may be

conducted in Qatar.

6.2.3. The Company will reimburse or bear all the candidates essential expenses incurred

for coming for interview in Qatar.

6.2.4. The final selection of any candidate will be determined on the assessment of his

ability to perform the job for which he is interviewed by the Human Resources

Department and the concerned Department Manager.

6.2.5. In order to retain the services of a prospective employee, a representative of the

Human Resources Department may be empowered to sign a Letter of Intent subject to

appropriate formalities being completed.


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6.2.6. When all interviews are successfully completed and selected candidates are

approved; they will be made an initial "Offer of Employment Letter" and given a

specimen Employment Contract.

6.2.7. Thereafter the candidate/Recruitment Agent should forward to the Company

passport copies, Original degree Certificates attested by Qatar Embassy from the base

country (if required), Photographs and other documentations necessary to complete the

recruitment process. The Recruitment Agency or the Human Resources Department should

verify reference and details of previous employment and the validity and accuracy of

educational certificates and other pertinent documentation.

6.2.8. The Candidate / Recruiting Agent will be notified accordingly and suitable passage

arrangement to Qatar made.

6.3. Induction

Induction Program should be arranged for all new recruits either at the time of engagement

or as soon as possible thereafter.


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Chapter 3

Work Assignment & Practices


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Chapter 3 (Work Assignment & Practices)

Section 1

Working Hours


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Chapter 3 (Work Assignment & Practices) Section 1 (Working Hours)

I. Preface

To meet the Company's operational requirements employees will be assigned to appropriate

Working Schedules which will be determined from time to time.

II. Site Office

Our Office is on a six day week.

Lunch break: One (1) hour and Thirty (30) minutes.

Saturdays to Thursdays : 7:30 am to 5 pm

III. Site (Production Staff)

Official working hours are defined as per site regulations.

Lunch break: One (1) hour and Thirty (30) minutes.


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Section 2

Probation Period


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Chapter 3 (Work Assignment) Section 2 (Probation Period)

I. Probation Period

1.1. Each new employee will be on probation for a period of up to Three months, unless

otherwise specified in the employment contract. During this period his performance will be

reviewed as follows.

1.1.1. Reports The Human Resources Department will require written probation report

(BYBI QB FO_HR_008 A) from the Department concerned before the completion of

probationary period.

1.1.2. Satisfactory Performance If the employee's performance is satisfactory, the

Employing Department in liaison with the Human Resources Department, will advise

the individual of his confirmation in employment.

1.1.3. Unsatisfactory Performance If the employee's performance does not meet the

required standards while on probation, but it is considered that he is capable of

improving, he should be appropriately advised in writing by his Department Manager.

Upon consultation with the Human Resources Department if he does not

subsequently improve, he should be dismissed before the end of the probationary

period or any agreed extension thereto.

If an employee is considered incapable of attaining the required standard, he

should be dismissed as soon as possible during his probationary period.


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Section 3

Promotion


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Chapter 3 (Work Assignment) Section 3 (Promotion)

I. Promotion

1.1. If there are vacant positions, the Company will assess the job requirements and endeavour

to give priority to suitably qualified employees in our Company. This is a way of providing

advancement opportunities to good staff that are capable of assuming higher

responsibilities.

The Grading System is a framework for sound career progression for employees. An

employee would expect, subject to satisfactory performance and competency, promotion

through the grading levels and to move through classification in a job family. Some

instances may occur where an employee moves to entirely different job families.


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Chapter 3 (Work Assignment)

Section 4

The Holy Month of Ramadhan


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Chapter 3 (Work Assignment) Section 4 (The Holy Month of Ramadhan)

I. Preface

The Company’s working hours during the Month of Ramadan shall be reduced to 6 hours per day.

However, the required working hours in certain working schedules shall not be affected or

reduced during the Holy month.

II. Site Office

Our Office is on a six day week.

Lunch break: 30 minutes (for non-fasting staff).

Saturdays to Thursdays : 7:30 am to 2 pm

(The hours will be defined as per the requirement.)

III. Site (Production Staff)

Official working hours are defined as per site regulations.


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Section 5

Updating of Employees Particulars


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Chapter 3 (Work Assignment) Section 5 (Updating of Employees Particular)

I. Updating of Employees Particular

The employees should inform the Human Resources Department or Administration Department of

any change in personal particulars, e.g. changes in address, marital status and telephone number

and contact person in case of emergency.

This will enable the Human Resources Department to maintain an up-to-date record so that we

can give the best possible assistance to the employee of their immediate family in case of an

emergency or otherwise.


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Section 6

Attendance and Punctuality


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Chapter 3 (Work Assignment) Section 6 (Attendance and Punctuality)

I. Attendance and Punctuality

The employee is expected to be conscientious about punctuality and attendance. If an employee is

going to be late or absent on emergency grounds, he / she must take reasonable steps to inform his

/ her supervisor. Failing which, he / she must notify the Human Resources Department

immediately.

Where an employee is absent for more than two (2) consecutive working days without

notification, a warning letter will be issued to the employee by the Human Resource Department.

If the employee in spite of the first warning letter repeats the act again, then the employee shall be

deemed to have breached the contract of service and the Company may terminate the employee’s

service.


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Section 7

Retirement Age


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Chapter 3 (Work Assignment) Section 7 (Retirement Age)

I. Retirement Age

The company will follow the Qatar Federal Labour Law on Retirement Age which is 60 years.

However in line with the Company commitment to provide long term employment to its

performing employees, the Company will consider, subject to conditions deemed appropriate by

the Company, such as clearance of a medical examinations, approval from the Labour Ministry, to

extend the employment of employees who have reached their retirement age.


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Section 8

Resignation and Termination


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Chapter 3 (Work Assignment) Section 8 (Resignation and Termination)

I. Preface

All Resignations and Terminations should be handled carefully. The company policy is not to lose

any employees for issues which could be resolved amicably. A lot of time and investment takes

place in one employee, and it would be a big loss to the company to lose one single employee.

II. Scope of the main elements

1 Resignation

2 Termination

III. Application

1. Resignation

All line Managers / Department Heads should attempt to speak to the employee and

sincerely find out reason for resignation. They should put their comments and the papers to

HR department for possible resolution.

HR department will handle resignation as a non – emergency grievance case. During

meeting with the employee, the HR Manager will actively secure information on the

reasons why the employee wants to leave. An Exit interview Sheet will be filled. (BYBI

QB FO_HR_011 A)

All resignation requests will be resolved in two weeks time. Copies of the Resignation with

resolution will be passed to PRO / Finance department for further processing.

The employee has to give one - two months written notice to the Company depending

period of Service.

To facilitate a smooth handing over of duties, there shall be no offsetting of leave when

serving the notice.

2. Termination

2.1. All terminations will be issued by the Human Resource department.

2.2. Before handing over the termination, at least one verbal warnings and one written

warnings will be given to the employee by the HR department.


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Chapter 3 (Work Assignment) Section 8 (Resignation and Termination)

2.3. Termination will be issued with out any written warnings or notice as specified in

article 61 of the Qatar Labour Law.

2.3.1 If he assumes false identity or nationality or submits false certificates or

documents.

2.3.2 Engaged on probation and is dismissed during or end of the probationary

period due to non performance;

2.3.3 Commits a fault resulting in substantial material or financial loss.

2.3.4 Disobeys instruction on the safety of work or work place

2.3.5 Defaults on his basic duties under the contract and fails to redress such

default despite a written interrogation and a warning.

2.3.6 Convicted by a court of crime.

2.3.7 Reveals any confidential information about the company.

2.3.8 Is found in a state of drunkenness or under the influence of a narcotic drug

during working hours;

2.3.9 Assaults the colleagues, the manager in charge or any of his subordinates

during working hours.

2.3.10 Absent from work without a valid reason for more than 07 successive days

or 15 days in one single year.

2. Upon termination of employment, the employee will have to settle all liabilities as well as to

return all items that belong to the Company.


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Chapter 4

Remuneration & Performance Review


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Chapter 4 (Remuneration & Performance Review)

Section 1

Salary Administration


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Chapter 4 (Remuneration & Performance Review) Section 1 (Salary Administration)

I - Preface

It is the Company Policy within its overall remuneration package to pay its employees fair and

competitive salaries with those paid in the Middle East and other major employers in the State of

Qatar. The objectives of its Salary Administration are to:

1 Relate the salary of its employees to the value of the jobs they perform; paying higher

individual salaries to those making a greater contribution to the Company.

Provide an incentive to employees to improve their performance and maximize their

contribution to the organization.

2 Give due and prompt reward to those employees who are promoted to positions carrying

greater responsibilities.

3 Provide smooth and appropriate salary progression to those employees assessed to have

potential for further development.


The specific elements of salary administration procedure included in this section are:

1 Job Grading/Classification.

2 Base Pay Structure.

3 Salary Administration.

III - Application

The Company's Salary Administration procedure is applied as follows:

1. Job Grading/Classification

On the basis of Job Evaluation (See Chapter 1), all jobs performed in the Company are

assessed for their relative importance and responsibilities. Jobs of equivalent weight are

allocated to appropriate Job Grades.

2. Base Pay Structure

The Company provides an integrated Salary Structure which maintains an established

relationship among Job Grades and Classifications.

2.1. Job Grade and Salary Grade The Job Grade is the level of the employee’s position as

determined by Job Evaluation. The Salary Grade is the range of salary from minimum to

maximum that is permitted for each level. Normally the employees Salary Grade will be

the same as his Job Grade although there are situations where they differ.


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Chapter 4 (Remuneration & Performance Review) Section 1 (Salary Administration)

3. Salary Administration

3.1. Newly Engaged Employees will normally be recruited within the salary range up to the

midpoint of the appropriate job grade. The salary will be reviewed with the concerned

Department Manager prior to being offered. In special cases of merit such as exceptional

experience and/or qualification for certain technical positions or specialised field the

Manager Human Resources / Finance & Administration / Project Director approval shall

be obtained.


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Chapter 4 (Remuneration and Performance Review)

Section 2

Overtime Allowance


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Chapter 4 (Remuneration and Performance Review) Section 3 (Overtime Allowance)

I. Preface

It is recognized that employees may be required to work abnormal hours either as defined by

their Working Schedules or beyond the requirements of their Working Schedules.

II. Scope of the main elements

The detailed application of the policy on Abnormal Hours Working is covered in the following

sections.

1 Overtime Eligibility

2 Overtime Calculation

3 Recording

III. Application

1. Overtime Eligibility

Only Employees eligible as per the Qatar Federal Labour year 2005 article 14 will be

Compensated for all hours worked in access of the normal working hours in any working

schedule based on the appropriate overtime premium rates stated below. This will be

applicable for indirect workers and clerical staff’s (non supervisory staff).

2. Overtime Calculation

2.1. Premium Overtime Rates: All Employees eligible for Overtime payments will be paid

the following overtime rates:

-125% per hour of Basic Salary for all abnormal hours worked during normal working

days, 150% per hour of Basic Salary if required to work between 9 pm – 6 am this

will not apply for shift workers.

-150% per hour of Basic Salary on Fridays on Official Public Holidays.

2.2. Work on Rest Days (Fridays) and/or Official Holidays Eligible employees who work

on rest Days (i.e Friday) and/or Official holidays shall be entitled to:


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Chapter 4 (Remuneration and Performance Review) Section 3 (Overtime Allowance)

-Normal payment for working on the Rest Day(s)/Official Holiday plus overtime

payment of 150% per hour of basic salary for all hours worked Or,

-A day of in lieu plus normal payment for the day worked, Or

-A day added to the future Annual Leave entitlement.

3. Recording

3.1. Departments are responsible for providing details of all Overtime worked on 25th

of each

month. However, Daily Records must be authorised and maintained so as not to exceed the

limitations in.

Overtime must relate to specific hours worked and must not be given as compensation for any

other consideration.


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Chapter 4 (Remuneration and Performance Review)

Section 4

Annual Salary Review


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Chapter 4 (Remuneration & Performance Review) Section 4 (Annual Salary Review)

I. Annual Salary Review

All confirmed employees are eligible for a salary review conducted annually (end of the year -

December).

Any salary adjustments made will be based on work performance, job responsibilities as well as

market practices in our industry.

The salary of newly engaged employees will not be reviewed during the probationary period or on

individual basis middle of the year.


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Chapter 5

Employee Benefits


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Chapter 5 (Employee Benefits)

Section 1

Leave Benefits


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Chapter 5 (Employee Benefits) Section 1 (Leave Benefits)

I. Preface

All employees are entitled for leave benefits after the completion of Probation Period.

5.1.1a Annual Leave

The Company provides the employee with annual leave so that he / she has time to rest and

take a break from his / her job. The employee is therefore encouraged to use all his / her

leave eligibility with in the year of which it is earned.

The employee may take his / her annual leave as he / she earns, subject to his / her

Department Manager approval. The employee is required to submit his / her Leave

Application Form to his / her Supervisor at least one (1) month in advance.

The application for annual leave must be submitted in the prescribed Form “BYBI QB

FO_AGF_001 A” and no employee is to go on leave until the Management approves the

application.

If the employee is unable to use up his / her annual leave within the calendar year, the

employee may bring forward his / her unused leave to the next calendar year, up to a

maximum of one (1) year’s entitlement.

Any extended stay during annual leave for any reason should be authorized by the

Department Manager / Project Director.

Extended leave stay due to sickness should be justified by Doctor’s / Medical Centers

Report.

All extended leave will be an unpaid leave, unless specified.

In the absence of an authentic report, any extended leave will be adjusted during the

following duty / leave cycle.

5.1.2b Annual Leave Entitlement

The employee entitlement depends on his service period.

In the employee’s first year of service his / her annual leave will be pro-rated according to

his / her length of service in the Company for that year.


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On completion of One year service (365 days) the employee will be entitled for 30

Calendar days paid leave.

All the annual leave entitlement will be calculated from January to December calendar

basis.

Similarly, if the employee leaves the Company during the year, his / her leave eligibility

will be pro-rated accordingly.

Apart from the paid leave the employee will be entitled for a round trip economy class air

ticket to his hometown, or otherwise as mentioned in the employment contract.

5.1.2 Medical / Sick Leave

Employees shall not be entitled to any paid sick leave during the probationary period.

Employees after successful completion of probationary period shall be entitled to a sick

Leave:

A) First Two weeks with full pay.

B) The next Four weeks with half pay.

C) Any subsequent period without pay.

All sick leave will need to be supported by a hospital / medical certificate issued by a

registered Physician / Medical officer.


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5.1.3 Maternity Leave

Every female employee who has completed one year service shall be entitled to 50 days

maternity leave with full pay which includes the period before and after the delivery.

For the female employee who has less than one year service and successfully completed the

probation period shall be entitled for maternity leave with half pay.

Maternity leave in the above cases is not deducted from any other leave that a female is

entitled to.

5.1.4 Paternity Leave

Every confirmed male employee shall be eligible to three (3 days) paternity leave on the

birth of his child from his legal marriage.

5.1.5 Compassionate Leave

For compassionate reasons, the Company may grant three (3) days of compassionate leave

upon the death of a member of the employee’s immediate family, i.e. father, mother, spouse

and children.

It will be one (1) day of compassionate leave upon the death of in-laws, brother and sister.

5.1.6 Emergency Leave

For emergency reasons, a sudden unforeseen crisis, natural calamity or medical attention

required for spouse and children and your presence are required the Company may grant

fifteen (15) days of unpaid emergency leave.

Emergency leave will not be extendable for further period. The approval for such leave is

at sole discretion of the management.


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5.1.7 Official Public Holidays

The Company grants Public Holidays as gazetted by the Qatar Government.

Employee seconded abroad will follow the gazetted public holidays of the country he /

she are posted to.

If the employees are working on the Weekly rest days (Fridays) or on a Public Holidays,

will be given a substitute leave in lieu of such days or he will be compensated as per the

Qatar Federal Labour article 14 at the end of the financial year.

5.1.7 Leave for Wedding

For wedding reasons, the Company may grant four (4) days of wedding leave to employee.


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Chapter 5 (Employee Benefits)

Section 2

Employees Medical Insurance Programme


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Chapter 5 (Employee Benefits) Section 2 (Employee Medical Insurance Programme)

I. Employee Medical Insurance Programme

The Company has covered all the employees under the Insurance programme.

5.2.1 Group Medical Insurance Policy

All employees are provided coverage under the Company’s Group Medical Insurance

Policy.

For more information on your medical insurance packages, please refer to “BYBI QB

FO_HR_014 A”.

5.2.2 Workmen’s Compensation

Workmen’s Compensation Insurance package is provided in accordance with Qatar Labour

Law 14 of 2004.

5.2.3 Company Doctor

The company has appointed a General Practitioner; all employees will be referred to the

company Doctor if required for medical attention.


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Chapter 6

Employee Relations


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Chapter 6 (Employee Relations)

I - Preface

Consistent with the overall objectives of its Terms and Conditions of Employment the

Company believes that its employees must be treated fairly and consistently while they are in

its employment in order to:

1. Integrate a multi-national group of employees into an effective and cohesive workforce.

2. Establish a working environment in which all employees are properly motivated and

committed.

3. Maximize employee’s contribution to the efficiency and productivity of the Company.

To achieve these objectives the Company recognizes the requirement for proper

communications among its employees; that employee’s individual and collective grievances are

properly dealt with and that all employees conform to the Company’s Rules and Regulations.


Specific elements of the Employee Relations policy are contained in the following Sections:

1 Grievance Procedures

It is recognized that Line Management and Supervision are responsible for the work

training, discipline and well being of those working under them and have the immediate

responsibility for conducting day to day relations with employees.

The Human Resources Department duty is to support and assist the Line Management in

the exercise of its personnel responsibilities by providing advice and services and also to

ensure that Line Management and Supervision are well aware of their responsibilities.

It is acknowledged that problems are bound to arise from time to time between

employees and their supervisors. It is the intention that supervision should as far as

possible resolve these problems promptly and directly, thereby maintaining sound

Employee Relations in the Company.


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Chapter 7

Training & Development


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Chapter 7 (Training & Development)

Section 1

New Employee Orientation


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Chapter 7 (Training & Development) Section 1 (New Employee Orientation)

The company believes in the training and development of their employees. This is to help

employees do their job better and to develop them to their potential.

New Employee Orientation

It is important that all new employees understand and integrate into the Company’s

organization, culture, values and objectives, so that he / she can integrate more quickly

and understand the context in which he / she operates.

All new employees will undergo orientation session organized by Human Resources

Department and conducted by the senior management team.


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Section 2

Types of Training


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Chapter 7 (Training & Development) Section 2 (Types of Training)

7.2 Types of Training

7.2.1 Internal Training / External Training Courses

7.2.2 Training Course Fees

7.2.1 Internal Training / External Training Courses

Each year, the Human Resources Department will identify the key training

programme for the employee and schedule a list of training courses for the broad

categories of employee throughout the year. This will be done in consultation with

the department head based on annual performance review.

7.2.2 Training Course Fees

All the Company arranged Training Course and Seminars fees will be paid by the

Company.

If the employee wants to undertake any course or studies relevant to his job, the

Company will not reimburse this cost if not approved by the management.


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Section 3

Application for Training Course


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Chapter 7 (Training & Development) Section 3 (Application for Training Course)

7.3 Application for Training Course

The employee is required to submit his / her Training Request Form to his / her supervisor

at least one (1) month before the commencement of the course. (BYBI QB FO_HR_006

A)

Training applications must be supported by the employee’s Supervisor and approved by his

/ her Department / Human Resource Manager / Finance Manager / Project Director.


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Section 4

Training Evaluation


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Chapter 7 (Training & Development) Section 4 (Training Evaluation)

7.4 Training Evaluation

Upon completion of the course, the employee is required to provide his / her feedback on

whether the course made him / her more effective in his / her course of work and how he

can apply it. The employee is therefore encouraged to complete a training evaluation form

that can be obtained from the Human Resources Department, for an assessment and future

reference in training administration. (BYBI QB FO_HR_007 A)

Where applicable, a copy of the Certificate obtained from the training organization should

be extended to the Human Resources Department.


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Chapter 8

Disciplinary Policy


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Chapter 8 (Disciplinary Policy)

I - Preface

The purpose of the disciplinary policy and procedure is to ensure that unacceptable conduct is

addressed promptly and appropriately.

The disciplinary procedure applies to all BYBI employees.

II – Principles of the Procedure

1. The procedure is based on the following principles.

Except for gross misconduct, no employee will be dismissed for a first breach of

discipline.

The level of any action will be depend on the seriousness of the offence, the

consequence of the offence and any mitigating circumstances presented by the

employee.

2. In all cases where disciplinary action is contemplated, reference to Human Resource

department is recommended.

3. All proceeding whether informal or formal, should as far as practicable remain confidential.

III – General Requirements

1. Employees are expected to:

Comply with their contract and terms and conditions of employment

Fulfill the duties of part as reasonably required by their Line Managers.

Observe relevant BYBI rules, regulations and policies

Comply with QHSE requirements


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Documentation

o Recruitment Request Form (BYBI QB FO_HR_0001) o Application Form (BYBI QB FO_HR_002) o Employment Form (BYBI QB FO_HR_003)

o Training Attendance Record (BYBI QB FO_HR_004)

o Job Description (BYBI QB FO_HR_005) o Training Request Form (BYBI QB FO_HR_006)

o Training Evaluation Form Part I (BYBI QB FO_HR_007) o Training Evaluation Form Part II (BYBI QB FO_HR_007A) o End of Probationary Period Form (BYBI QB FO_HR_008) o Annual Appraisal Form (BYBI QB FO_HR_009)

o Employee Transfer Form (BYBI QB FO_HR_010)

o Exit Interview Form (BYBI QB FO_HR_011)

o Reference Check Form (BYBI QB FO_HR_012)

o Inter Department Transfer Form (BYBI QB FO_HR_013)

o Medical Insurance Coverage (BYBI QB FO_HR_014)

o Promotion Request (BYBI QB FO_HR_015)

o Time Sheet for Staff (BYBI QB FO_HR_016)

o Time Sheet for Worker (BYBI QB FO_HR_017)

o Employee Permit to Work (BYBI QB FO_HR_018)

o Check List for Employee File (BYBI QB FO_HR_019)

o Disciplinary Policy (BYBI QB FO_HR_038)

BYBI QB_FO_HR_038 Rev A (Mar 11)

Annex A

DISCIPLINARY POLICY


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List of Penalties

Violation Type 1st Violation 2nd Violation 3rd Violation 4th Violation Remarks

(A) Violations related to time keeping: 1) Late arrival to place of work for a period up to 15 minutes, without consent and without causing work disruption to other workers.

Verbal Warning

First written warning with a half day suspension from work

Second written warning with 1 day suspension from work

Final warning with 3 days suspension from work

The Company reserves the right to give another chance "or terminate the services

2) Late arrival to place of work without consent or acceptable justification and causing work disruption to other workers.

First written warning with a half day suspension from work

Second written warning with 1 day suspension from work

Final written waning with 3 days suspension from work

Termination of service


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3) Absence from work, for 1 day or more but not continuous absence for more than 7 days,, without permission or acceptable justification.

First written warning

Second written warning

Final written warning


4) Absence from work without permission or a legitimate cause for 7 continuous days.

Termination of services and forfeiture of the warning notice and the end of service

5) Absence from work without consent or legitimate cause for more than 15 days in one year.

Termination of services and forfeiture of the warning notice and the end of service

6) Late return from leave by 15 days from the approved return date without consent or legitimate cause.


NOTE: If a violation occurs after six months from its precedent, The violation will be considered as the first.


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List of Penalties


B) Violations related to work system: 1) Violating the company instructions by leaving the work place through unauthorized passage or exit.

Verbal warning

Written warning


The Company reserves the right to give another chance or terminate the services

2) Welcoming of unauthorized visitors in the work place.

Verbal warning

Written warning



3) Reading or conversing during work time on subjects than are not related to work.

Verbal warning

Written warning




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4) Eating in non designated areas and or during non approved breaks.

Verbal warning

Written warning



5) Sleeping during working hours.

Written warning Final written

warning Termination of

service

6) Sleeping during work that requires full attention and continuous alertness.

Final written warning Termination of

service

7) Loitering or absconding from work location during working hours.

Verbal warning Written warning Final written

warning


8) Introduction and distribution of print outs and publications without permission.


warning



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9) Raising funds or donations or seeking signatures without permission.


warning


10) Unauthorized use of company's telephones for personal purpose.


warning


11) Unauthorized writing and or posting banners, slogans and ads on the company premises walls.


warning


12) False allegations on managers and colleagues leading to disruption of work.

Written warning Final Written

warning


13) Willful tampering of the timekeeping records.

First written warning Second written

warning Final written


service


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14) Refusing to abide by working instructions.




service

15) Deliberate reduction in work production.




service

16) Excessive usage of company's materials and equipments without acceptable justification.




service

17) Utilizing the company's materials, tools and equipments for personal purposes.

First written warning Termination of

services

18) Intentionally causing damage to company property, tools, equipments or vehicles.

If the violation was proved to be intentional a final warning will be issued and the cost of repairs, set by the company will be deducted from the monthly payment to the partner providing the staff

Termination of services


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19) Unintentionally causing damage to company property, tools, equipments or vehicles.

If the violation was proved to be

intentional a final warning will be issued

and the cost of repairs, as set by the

company, will be deducted from the

monthly payment to the partner providing

the staff

Termination of services with

deduction of the cost of repairs).

20) Refusing to carry out assigned tasks without justification, on the condition that the assigned tasks do not contradict or hinder the key responsibilities of the employee.

Final written warning Termination of

services

NOTE: If a violation occurs after six months from its precedent, the violation will be considered as the first.

BYBI QB_FO_HR_038 Rev A (Mar 11)

List of Penalties


C) Offences related to workers' conduct: 1) Fighting with colleagues or rioting at the work place.

First written warning

Second written warning with suspension from work for one day


2) Fighting and engaging that causes injury to workers.


3) Pretending to be sick. First written warning Second written

warning

Final written warning with suspension from work for one day


4) Bringing unauthorized / undeclared items to the place of work and conducting business trades.

First written warning Final written


service

5) Working for a third party during or after the working hours.




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List of Penalties


D) Violations related to HSE 1)Willful disregard of HSE rules and regulations despite having attended the induction sessions

First written warning and Undergoes induction session

Second written warning with suspension from work for 3 days. Written warning for the direct supervisor and both undergo induction sessions

The company reserves the right to terminate the worker's services. The direct supervisor is suspended from works for 3 days and undergoes an induction session.



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In addition, the company reserves the right to terminate the worker's services without notice in the following cases

1- If the worker assumes a false identity or nationality or has submitted false documents and certificates.

2- Commits a mistake causing gross material loss to the employer, provided that the employer notifies the employee about

the incident before the end of the following working day.

3- Violates the instructions concerning the safety of the work site provided that such instructions are written and are posted

at a conspicuous place and has been notified the same if the worker happens to be illiterate.

4- Failure to carry out own basic obligations in accordance with the contract of service and refusing to comply with the

employer’s reasonable work instructions despite a written warning addressed.

5- Divulges the secrets of the firm to a competitor.

6- Reports to the work place under the influence of alcohol or prohibited narcotics.

7- In the course of work commits an act of physical aggression against the employer or work manager or in-spite of written

warning repeats an act of aggression against fellow-workers.

8- If the workers absents himself form work without legitimate cause for more than seven consecutive days or fifteen days in

one year.

9- Conclusively convicted by a court of an offense related to integrity or public morals, committed at the work site or in

connection with employment.

hr policies and procedures

Documents

bouygues group

company bouygues

rev b page

bybi qb sp

martin bouygues

francis bouygues

leave benefits

b annual leave entitlement