pakistan software export board (guarantee) limited · a) “procuring entity (pe)” means pakistan...

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TERMS OF REFRENCES (TORS)

FOR

REQUEST FOR PROPOSAL

OF

HIRING CONSULTANCY FIRM FOR PROVISION OF SERVICES OF

REVIEWING ORGANIZATIONAL STRUCTURE AND FRAMING RULES AND REGULATIONS OF PSEB

Tender Reference Number:

PSEB/01/RFP-HR/2020

Last Date/Time for Submission:

November, 25, 2020 at TIME 3:00 PM

Bid Opening Date/Time: November, 25, 2020 at TIME:3:30 PM

PAKISTAN SOFTWARE EXPORT BOARD

(GUARANTEE) LIMITED

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TABLE OF CONTENTS

SECTION-01. INVITATION LETTER 1. INVITATION LETTER (page 04)

SECTION-02. INSTRUCTION FOR SUBMISSION OF BIDS 1: Definitions ---------------------------------------------------------------------------------------------------------------- (page 06) 2: Introduction ------------------------------------------------------------------------------------------------------------- (page 07) 3: Conflict of interest ---------------------------------------------------------------------------------------------------- (page 07) 4: Eligible consultants --------------------------------------------------------------------------------------------------- (page 08) 6: Proposal validity------------------------------------------------------------------------------------------------------- (page 08) 7: Clarification and amendment in RFP documents-------------------------------------------------------------- (page 09) 8: Preparation of proposals -------------------------------------------------------------------------------------------- (page 09) 9: Language ---------------------------------------------------------------------------------------------------------------- (page 09) 10: Technical proposals format and content ------------------------------------------------------------------------ (page 09) 11: Financial proposals --------------------------------------------------------------------------------------------------- (page 10) 12: Taxes --------------------------------------------------------------------------------------------------------------------- (page 10) 13: Submission, receipt, opening of proposals --------------------------------------------------------------------- (page 10) 14: Proposals evaluation ------------------------------------------------------------------------------------------------- (page 11) 15: Evaluation of technical proposals --------------------------------------------------------------------------------- (page 11) 16: Evaluation of financial proposals --------------------------------------------------------------------------------- (page 11) 17: Availability of professional staff/experts ----------------------------------------------------------------------- (page 13) 18: Award of contract ---------------------------------------------------------------------------------------------------- (page 13) 19: Confidentiality --------------------------------------------------------------------------------------------------------- (page 13)

Section-03. Terms of Reference (TOR) 1: PSEB Background------------------------------------------------------------------------------------------------------ (page 25) 2: Purpose------------------------------------------------------------------------------------------------------------------ (page 26) 3: Objectives--------------------------------------------------------------------------------------------------------------- (page 26) 4: Scope--------------------------------------------------------------------------------------------------------------------- (page 26) 5: Obligations of the consultancy firm------------------------------------------------------------------------------ (page 27) 6: Reporting relationships---------------------------------------------------------------------------------------------- (page 28) 7: Duration of the services--------------------------------------------------------------------------------------------- (page 28) 8: Selection method of consultancy firm--------------------------------------------------------------------------- (page 28)

8.1: Eligibility of consultancy firm---------------------------------------------------------------------------- (page 28) 8.2: Technical evaluation criteria----------------------------------------------------------------------------- (page 29) 8.3: Financial evaluation of proposal------------------------------------------------------------------------ (page 31) 8.4: Award of contract------------------------------------------------------------------------------------------ (page 31)

9: Schedule of payment------------------------------------------------------------------------------------------------- (page 31) Section-04. General conditions of the contract

1: General provisions---------------------------------------------------------------------------------------------------- (page 32) 2: Commencement, completion, modification and termination of contract------------------------------ (page 34) 3: Obligation of the Consultant--------------------------------------------------------------------------------------- (page 36) 4: Consultant Personnel------------------------------------------------------------------------------------------------ (page 39) 5: Obligation of the Procuring Entity-------------------------------------------------------------------------------- (page 39) 6: Payments to the Consultants-------------------------------------------------------------------------------------- (page 39) 7: Good Faith------------------------------------------------------------------------------------------------------------- (page 40) 8: Settlement of Dispute----------------------------------------------------------------------------------------------- (page 40)

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SECTION 1. INVITATION LETTER

SECTION-01. INVITATION LETTER

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SECTION 1. INVITATION LETTER

INVITATION LETTER

Tender Reference No: PSEB/01/RFP-HR/2020 Location and Date: Date:

Dear Sir/Madam.: 1. Pakistan Software Export Board (hereinafter called “Procuring Entity”) now invites proposals to

provide the following consulting services:

“HIRING CONSULTANCY FIRM FOR PROVISION OF SERVICES OF REVIEWING ORGANIZATIONAL STRUCTURE AND FRAMING RULES AND REGULATIONS OF PSEB”

”.

More details on the services are provided in the Terms of Reference (TORs).

2. This Request for Proposal (RFP) has been addressed to all the eligible consultants/firms. 3. A firm will be selected under Quality & Cost Based Selection (QCBS) System and procedures

described in this RFP and TORs (attached), in accordance with the PPRA Rules. 4. The RFP includes the following documents:

Section 1 - Invitation letter Section 2 - Instructions for submission of bids Section 3 - Terms of Reference Section 4 - Conditions of Contract

Yours sincerely

Khursheed Anwar Bangash, (Manager Admin & HR) Pakistan Software Export Board (PSEB) Telephone # Tel: 051-9201422 E-mail: [email protected]

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SECTION-02. INSTRUCTIONS FOR SUBMISSION OF BIDS


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SECTION 2. INSTRUCTIONS FOR SUBMISSION OF BIDS

INSTRUCTIONS TO BIDDER

1. Definitions

a) “Procuring Entity (PE)” means Pakistan Software Export Board, (PSEB).

b) “Consultant” means a professional who can study, design, organize, evaluate and provide specialist advice or give technical assistance for making or drafting policies as per ToR’s.

c) “Contract” means an agreement enforceable by law and includes Conditions of the contract. d) “Day” means calendar day including holiday. e) “Government” means the Government of Pakistan.

f) “Instructions to Consultants” means the document which provides Consultants with all

information needed to prepare their Proposals.

g) “LOI” (Section 1 of the RFP) means the Letter of Invitation sent by the procuring Entity to the Consultant.

h) “Proposal” means the Technical Proposal and the Financial Proposal.

i) “RFP” means the Request for Proposal prepared by the procuring Entity for the selection of Consultants.

j) “Terms of Reference” (TOR) means the document included in the RFP as Section-03 which

explains the objectives, scope of work, activities, tasks to be performed, respective responsibilities of the procuring Entity and the Consultant, Payment terms and exacted results and deliverables of the assignment.

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2. Introduction:

2.1 The Procuring Entity named in the Data Sheet will select a consulting firm/organization

(the Consultant), in accordance with the method of selection specified in the Data Sheet.

2.2 The eligible Consultants are invited to submit a Technical Proposal and a Financial

Proposal, as specified in the Data Sheet. The Proposal will be the basis for contract negotiations and ultimately for a signed Contract with the selected Consultant.

2.3 Consultants should familiarize themselves with rules / conditions and take them into

account while preparing their Proposals. Consultants may liaise with procuring Entity’s representative named in the Data Sheet for gaining better insight into the assignment.

2.4 Consultants shall bear all costs associated with the preparation and submission of their

proposals and contract negotiation. The Procuring Entity reserves the right to annul the selection process at any time prior to Contract award, without thereby incurring any liability to the Consultants.

3. Conflict of Interest

3.1 Consultants are required to provide professional, objective, and impartial advice and

holding the Procuring Entity interest Paramount. They shall strictly avoid conflict with other assignments or their own corporate interest. Consultants have an obligation to disclose any situation of actual or potential conflict that impacts their capacity to serve the best interest of the Procuring Entity, or that may reasonably be perceived as having such effect. Failure to disclose said situations may lead to the disqualification of the Consultant or the termination of its Contract.

3.2 Without limitation on the generality of the foregoing, Consultants, and any of their

affiliates, shall be considered to have a conflict of interest and shall not be recruited, under any of the circumstances set forth below:

(i) A consultant that has been engaged by the procuring entity to provide goods,

works or services other than consulting services for a project, any of its affiliates, shall be disqualified from providing consulting services related to those goods, works or services. Conversely, a firm hired to provide consulting services for the preparation or implementation of a project, any of its affiliates, shall be disqualified from subsequently providing goods or works or services other than consulting services resulting from or directly related to the firm’s consulting services for such preparation or implementation.

(ii) A Consultant (including its Personnel and Sub-Consultants) that has a business or

family relationship with a member of the Procuring Entity’s staff who is directly or indirectly involved in any Part of (i) the preparation of the Terms of

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Reference of the Assignment, the selection process for such assignment, may not be awarded a Contract, unless the conflict stemming from this relationship has been resolved.

Conflicting Relationship:

3.3 Government officials and civil servants may be hired as consultants only if: (i) They are on leave of absence without Pay; (ii) They are not being hired by the Entity they were working for, six months prior to

going on leave; and (iii) Their employment would not give rise to any conflict of interest.

4. Eligible Consultants:

All the interested registered and experiences consultancy firms in Pakistan (as mentioned in TORs) are eligible.

5. Only One Proposal:

Consultants shall only submit one proposal. If a Consultant submits or Participates in more than one proposal, such proposals shall be disqualified. Participation of the same Sub Consultant, including individual experts, to more than one proposal is not allowed.

6. Proposal Validity:

The Data Sheet indicates Proposals validity that shall not be more than 90 days.

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7. Clarification and Amendment in RFP Documents:

Consultants may request for a clarification of contents of the bidding document in writing, and procuring Entity shall respond to such queries in writing within five calendar days, provided they are received at least eight calendar days prior to the date of opening of proposal. The procuring Entity shall communicate such response to all Parties who have obtained RFP document without identifying the source of inquiry. Should the PE deem it necessary to amend the RFP as a result of a clarification, it shall do so.

8. Preparation of Proposals

In preparing their Proposal, Consultants are exacted to examine in detail the documents comprising the RFP. Material deficiencies (deviation from scope, experience and qualification of Personnel) in providing the information requested may result in rejection of a Proposal.

9. Language

The Proposal as well as all related correspondence exchanged by the Consultants and the Procuring Entity shall be written in English However it is desirable that the firm’s Personnel have a working knowledge of the national and regional languages of Islamic Republic of Pakistan.

10. Technical Proposal Format and Content

10.1 While preparing the Technical Proposal, consultants must give Particular attention to the following: (i) It is desirable that the majority of the key professional staff proposed be

Permanent employees of the firm or has an extended and stable working relationship with it.

(iii) Proposed professional staff must, at a minimum, have the experience indicated in the TOR, preferably working under similar geographical condition.

(iv) Alternative professional staff shall not be proposed, and only one curriculum vitae (CV) shall submitted for each position.

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10.2 The Technical Proposal shall provide the following information using the attached Standard Forms:

(i) A brief description of the consultant organization and an outline of recent experience on assignments of a similar nature. For each assignment, the outline should indicate, inter alia, the profiles of the staff, duration of the assignment, contract amount, and firm’s involvement.

(ii) The list of the proposed staff team by specialty, the tasks that would be assigned to each staff team member, and their timing.

(iii) CVs of the proposed professional staff and the authorized representative

submitting the proposal. Key information should include number of years working for the consultant and degree of responsibility held in various assignments during the last 5 (five years).

(iv) Estimates of the total staff input (professional and support staff; staff time) needed to carry out the assignment, supported by bar chart diagrams showing the time proposed for each professional staff team member.

(v) A detailed description of the proposed methodology, work plan for performing the assignment, staffing, and monitoring of training, if the Data Sheet pacifies training as a major component of the assignment.

(vi) Any additional information requested in the Data Sheet.

10.3. The Technical Proposal shall not include any financial information.

11. Financial Proposals

11.1 The Financial Proposal shall be prepared using the attached Standard Forms. The cost shall be in lump sum and shall include all the costs associated with the assignment and all government applicable taxes.

11.2 A 2% earnest money/bid security (refundable) according to total bid value as per Cost

mentioned at summary of cost, in the shape of Bank Draft / Pay Order in favor of “Pakistan Software Export Board” SHOULD BE INCLUDED IN THE FINANCIAL PROPOSAL and should not be disclosed in Technical Proposal in any manner. The Proposal without/short of earnest money will be directly rejected.

12. Taxes:

The Consultant will be subject to all admissible taxes including stamp duty and service charges at a rate prevailing on the date of contract agreement unless exempted by relevant tax authority.

13. Submission, Receipt, and Opening of Proposals

13.1 Proposal shall contain no interlineations or overwriting. Submission letters for both Technical and Financial Proposals should respectively be in the format of TECH-1 of Section 2, and FIN-1 of Section 2. All Pages of the original Technical and Financial Proposals will be initialed by an authorized representative of the Consultants. The authorization shall be in the form of a written power of attorney accompanying the Proposal

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13.2 All required copies of the Technical Proposal are to be made from the original. If there are discrepancies between the original and the copies of the Technical Proposal, the original governs.

13.3 The original and all copies of the Technical Proposal shall be placed in a sealed envelope clearly marked “Technical Proposal” Similarly, the original Financial Proposal shall be placed in a sealed envelope clearly marked “Financial Proposal” followed by name of the assignment, and with a warning “Do Not Open With The Technical Proposal ” If the Financial Proposal is not submitted in a separate sealed envelope duly marked as indicated above, this will constitute grounds for declaring the Proposal non-responsive.

13.4 The Proposals must be sent to the address indicated in the Data Sheet and received by

the PE no later than the time and the date indicated in the Data Sheet, or any extension to this date. Any proposal received by the PE after the deadline for submission shall be returned unopened. In order to avoid any delay arising from the postal or PE’s internal dispatch workings, Consultants should ensure that proposals to be sent through couriers should reach a day before the deadline for submission.

14. Proposal Evaluation:

From the time the Proposals are opened to the time the Contract is awarded, the Consultants should not contact the PE on any matter related to its Technical and/or Financial Proposal. Any effort by Consultants to influence the PE in the examination, evaluation, ranking of Proposals, and recommendation for award of Contract may result in the rejection of the Consultants’ Proposal.

Evaluators of Technical Proposals shall have no access to the Financial Proposals until the technical evaluation is concluded.

15. Evaluation of Technical Proposals

15.1 The evaluation committee shall evaluate the Technical Proposals on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria, sub-criteria, and point system specified in the TOR (Fig at 8.2). Each responsive Proposal will be given a technical score (St). A Proposal shall be rejected at this stage if it fails to achieve the minimum technical score indicated in the Data Sheet.

15.2 After the technical evaluation is completed, the PE shall notify in writing Consultants that

have secured the Minimum qualifying marks, the date, time and location, allowing a reasonable time, for opening the Financial Proposals. Consultants’ attendance at the opening of Financial Proposals is optional.

Financial proposals of those consultants who failed to secure minimum qualifying marks shall be returned un-opened.

16. Evaluation of Financial Proposal

16.1 Financial Proposals shall be opened publicly in the presence of the Consultants’

representatives who choose to attend. The name of the Consultants and the technical scores of the Consultants shall be read aloud. The Financial Proposal of the Consultants who met the minimum qualifying mark will then be inspected to confirm that they have

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remained sealed and unopened. These Financial Proposals shall be then opened, and the total prices read aloud and recorded. Copy of the record shall be sent to all Consultants.

16.2 The Evaluation Committee will correct any computational errors. When correcting computational errors, in case of discrepancy between a Partial amount and the total amount, or between word and figures the formers will prevail. In addition to the above corrections, activities and items described in the Technical Proposal but not priced, shall be assumed to be included in the prices of other activities or items.

16.3 In case of Quality and Cost Based Selection QCBS Method the lowest evaluated Financial Proposal (Fm) will be given the maximum financial score (Sf) of 100 points. The financial scores (Sf) of the other Financial Proposals will be computed as indicated in the TOR. Proposals will be ranked according to their combined technical (St) and financial (Sf) scores using the weights (T = the weight given to the Technical Proposal; P = the weight given to the Financial Proposal; T + P = 1) indicated in the Data Sheet: S = St x T% + Sf x P%. The firm achieving the highest combined technical and financial score will be invited for negotiations.

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17. Availability of Professional staff/experts:

Having selected the Consultant on the basis of, among other things, an evaluation of proposed Professional staff, the PE expects to negotiate a Contract on the basis of the Professional staff named in the Proposal. Before contract negotiations, the PE will require assurances that the Professional staff will be actually available. The PE will not consider substitutions during contract negotiations unless both Parties agree that undue delay in the selection process makes such substitution unavoidable or for reasons such as death or medical incapacity. If this is not the case and if it is established that Professional staff were offered in the proposal without confirming their availability, the Consultant may be disqualified. Any proposed substitute shall have equivalent or better qualifications and experience than the original candidate and be submitted by the Consultant within the period of time specified in the letter of invitation to negotiate.

18. Award of Contract:

18.1 After completing negotiations, the Procuring Entity shall award the Contract to the selected Consultant within seven days after letter of acceptance or award has been issued. Procuring Entity shall publish on the website of the Authority and on its own website, if such a website exists, the result of the bidding process, identifying the bid through procuring identifying number, if any and the following information, evaluation report, form of contract and letter of award, bill of quantity or schedule of requirement, as the case may be. However, the procuring entity shall announce the final results of a bid evaluation giving justifications for acceptance or rejection of bids at least ten days prior to the award of a contract and place the same on its and authority website.

18.2 After publishing of award of contract consultant required to submit a Performance

security at the rate indicated in data sheet.

18.3 The Consultant is expected to commence the assignment on the date and at the location specified in the Data Sheet.

19. Confidentiality:

Information relating to evaluation of Proposals and recommendations concerning awards shall not be disclosed to the Consultants who submitted the Proposals or to other Persons not officially concerned with the process, until the publication of the award of Contract. The undue use by any Consultant of confidential information related to the process may result in the rejection of its Proposal.

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DATA SHEET

1.1

Name of the Assignment : “HIRING CONSULTANCY FIRM FOR PROVISION OF SERVICES OF REVIEWING ORGANIZATIONAL STRUCTURE AND FRAMING RULES AND REGULATIONS OF PSEB”

1.2 The method of selection: Quality & Cost Based Selection (QCBS) System

1.3 Financial Proposal to be submitted together with Technical Proposal: Yes

1.4

The Proposal submission address is: PSEB, 2nd floor Evacuee Trust Complex F-5/1 Islamabad. Proposals must be submitted no later than the following date and time:

18.3

Expected date for commencement of consulting services: Soon after the award of Contract Location: Islamabad, Lahore and Karachi

6

Proposals validity that shall not be more than 90 days in case of National Competitive Bidding (NCB)

7

Clarifications may be requested not later than five days before the submission date.

9

The Proposal as well as all related correspondence exchanged by the Consultants and the Procuring Entity shall be written in English.

12 Amounts Payable by the PE to the Consultant under the contract to be subject to local taxation, stamp duty and service charges, if applicable

13.2 Consultant must submit the original of the Technical Proposal and the original of the Financial Proposal.

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SECTION-02: TECHNICAL PROPOSAL

TECHNICAL PROPOSAL - STANDARD FORMS TECH-1: Consultant’s Experience

TECH-2: Curriculum Vitae (CV) for Proposed Professional Staff

TECH-3: Team Composition and Task Assignments

TECH-4: Work Schedule

TECH -5: Technical Proposal Submission Form

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CONSULTANT’S EXPERIENCE [Using the format below, provide information on each assignment for Cost of the Project :

which your firm, and each associate for this assignment, was legally

contracted for carrying out consulting services similar to the ones

requested under this Assignment. Please provide Client’s certification

and/or evidence of the contract agreement.]

Assignment name: Country: Duration of assignment Location within country: (months): Name of Client:

Total No of staff-months (by your firm) on the assignment:

Start date (month/year): Completion date (month/year): 1. Total value of the consultancy agreement

2. Value of consultancy services provided by your firm under the agreement (in

current PKR or US$):

Name of associated Consultants, if any: No of professional staff months provided by associated Consultants:

Documentary proof of above.

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CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF

1. Proposed Position [Title of the position]: ________________________ 2. Name of Firm [Insert name of firm proposing the staff]: _______________________ 3. Name of Staff [Insert full name]: __________________________________________

4. Date of Birth: ____________ Nationality: __________________________________

5. CNIC No (if Pakistani): ___________________ or Passport No: __________________ 6. Education:

Degree Major/Minor Institution Completion Date (MM/YYYY)

7. Membership of Professional Associations: ___________________________________ 8. Other Training [Indicate significant training since degrees under 6 - Education were obtained]: ______________________________________________________________

9. Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and

writing]: _____________________________________________________

10. Employment Record (within Pakistan) [Starting with present position, list in reverse order every

employment held by staff member since graduation, giving for each employment on the following format:

Employer Position From (MM/YYYY) To (MM/YYYY)

11. Employment Record (International) [Starting with present position, list in reverse order every

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employment held by staff member since graduation, giving for each employment on the following

format:

Employer Country Position From (MM/YYYY) To (MM/YYYY)

12. Detailed Tasks Assigned

[List all tasks to be performed under this assignment]

13. Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes

myself, my qualifications, and my experience. I understand that any willful misstatement described

herein may lead to my disqualification or dismissal, if engaged.

[Signature of staff member or authorized representative of the staff] _______________

Full name of authorized representative (attach authority letter): __________________

Date: (Day/Month/Year) _________________________________________________

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TEAM COMPOSITION AND TASK ASSIGNMENTS

Professional Staff

S. Name of Staff CNIC Firm Area of Position Task Full time/part

No. No./Passport Expertise Assigned time/consultant

1

2

3

4

5

6

7

8

9

10

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WORK SCHEDULE

S. No. Activity Month tentative

Dec Jan Feb Mar April

1. Indicate all main activities of the assignment, including delivery of reports (e.g.: inception, interim,

and final reports), and other benchmarks such as Client approvals. For phased assignments

indicate activities, delivery of reports, and benchmarks separately for each phase.

2. Duration of activities shall be indicated in the form of a bar chart

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TECHNICAL PROPOSAL SUBMISSION FORM

To

Khursheed Anwar Bangash Pakistan Software Export Board (PSEB) Address: 2nd floor Evacuee Trust Complex Telephone: 051-9201422 E-mail: kbangash@!pseb.org.pk

Dear Sir:

We, the undersigned, offer to provide the consulting services for “HIRING CONSULTANCY FIRM FOR PROVISION OF SERVICES OF REVIEWING ORGANIZATIONAL STRUCTURE AND FRAMING RULES AND REGULATIONS OF PSEB”. in accordance with your Request for Proposal dated: ------------------------ and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal and a Financial Proposal sealed under a separate envelope.

We are submitting our Proposal in association with: [Insert a list with full name and address of each associated Consultant]

We hereby declare that all the information and statements made in this Proposal are true and accept that any misinterpretation contained in it may lead to our disqualification.

If negotiations are held during the period of validity of the Proposal, we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations.

We undertake, if our Proposal is accepted, to initiate the consulting services related to the assignment not later than the date indicated in the Data Sheet.

We understand you are not bound to accept any Proposal you receive.

Yours sincerely,

Name and Title of Signatory: ____________________________________________________

Name of Firm: _______________________________________________________________

Address: _________________________________________________________________

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SECTION-02. FINANCIAL PROPOSAL

FINANCIAL PROPOSAL - STANDARD FORMS

Financial Proposal Standard Forms shall be used for the preparation of the Financial Proposal according to the instructions provided under Para. 3.6 of Section 2. Such Forms are to be used whichever is the selection method indicated in Para. 4 of Letter of Invitation.

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FORM FIN-01: FINANCIAL PROPOSAL SUBMISSION FORM

To

Khursheed Anwar Bangash Pakistan Software Export Board (PSEB) Address: 2nd floor Evacuee Trust Complex Telephone: 051-9201422 E-mail: kbangash@!pseb.org.pk

Dear Sir:

We, the undersigned, offer to provide the consulting services for “HIRING CONSULTANCY FIRM FOR PROVISION OF SERVICES OF REVIEWING ORGANIZATIONAL STRUCTURE AND FRAMING RULES AND REGULATIONS OF PSEB” in accordance with your Request for Proposal dated: ------------ Our Attached Financial Proposal is for the sum of [Insert amount(s) in words and figures].

Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal.

We understand you are not bound to accept any Proposal you receive. We remain,

Yours sincerely,

Authorized Signature [In full and initials]: _________________________________

Name and Title of Signatory: ____________________________________________

Name of Firm: _______________________________________________________

Address: ____________________________________________________________

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SUMMARY OF COSTS

Item Total Lump sum cost of the complete

consultancy services in PKR

Total Costs of Financial Proposal

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SECTION-03: TERMS OF REFERENCE (TOR)

SECTION : 03 TERMS OF REFERENCE (TOR)

Term of Reference for the “HIRING CONSULTANCY FIRM FOR PROVISION OF SERVICES OF REVIEWING ORGANIZATIONAL STRUCTURE AND FRAMING RULES AND REGULATIONS OF PSEB”.

1: BACKGROUND:

Pakistan Software Export Board (PSEB) is an apex Government body mandated to promote Pakistan's IT Industry in local and international markets. PSEB facilitates the IT industry through a series of projects and programs in infrastructure development, human capital development, company capability development, international marketing, strategy and research, and the promotion of innovation and technologies. Government incentives to the international outsourcing community include 100% equity ownership, 100% repatriation of capital and dividends, and income tax exemption for IT exports till June 2025. Pakistan has a large talent-pool of English-speaking, cost-competitive and skilled workforce, a large number of internationally-certified companies and reliable telecom infrastructure. PSEB works extensively with international trade associations, commerce bodies and the media to promote Pakistan's IT industry. PSEB has more than 3000 active IT/ITeS companies, which possess expertise in custom software development, enterprise Resource planning (ERP), financial solutions, mobile content, document management, enterprise computing and business process outsourcing (BPO). Pakistan Software Export Board is soliciting proposals from qualified firms to conduct a Human Resources Organizational Review & Propose Recommendations accordingly. In conducting the Human Resources Organizational Review, the external consultant will work under the direction of the Managing Director and directly in collaboration with requisite Senior Leadership.

This RFP is being issued to obtain proposals from highly professional and experienced consultancy firms whom:

Deliver high quality services as outlined below with skill, integrity, confidentiality, accuracy and

expertise,

Are knowledgeable concerning organizations for supporting IT Industry and their administration,

procedures and policies, including in depth knowledge of Human Resource functions and best

practices.

Are Subject Matter Experts in current legislative compliance governing HR requirements.

Have an established reputation for superior consulting,

Are experienced in conducting similar HR Organizational Reviews.

Possess a comprehensive understanding of how organizations like PSEB are structured and

function, and

Offer services on a competitive basis.

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2: Purpose The purpose of the Human Resource (HR) Organizational Review is:

To examine PSEB existing structure and propose improvements. Including addition,

deletion or merger of departments. Current strength is 70 employees. To enable PSEB as

a front leading business development, trade development and business facilitator

organization at par with international standards.

To review attached service rules and propose improvement accordingly. (which will

include new pay packages, JD’s, incentives etc)

Assess current HR department structure against PSEB Vision, Mission, Values, and

Strategy. Identify gaps, and best HR department roles/structures that provide optimal HR

services to the organization.

To explore how to better service, the needs and satisfaction levels of relevant stakeholders

including the Board of Directors’ HR Governance requirements, Senior Management,

Management, and Employees within an optimal Human Resources department/structure.

To define / streamline the work processes used to carry out functional work within Human

Resources, and

To determine what needs to be done, how these changes will benefit PSEB, and how to

prioritize problem areas in terms of significance.

HR Manual

To propose golden hand shake for willfully retirement.

3: Objectives The objectives of the Human Resource Organizational Review are:

To perform a multiple analysis review on current HR organizational structures, roles,

accountabilities, engagement arrangements

To review all systems, policies and practices related to HR to determine the effectiveness

of these systems.

To review the HR systems in comparison with other similar organizations and modify them

to meet the leading practices of human resource management.

To locate gaps, lapses, or shortcomings in the implementation of the policies, procedures,

practices, and directives of the HR department and to know the areas where non-

implementation and/or wrong implementation has hindered the planned program and

activities.

To evaluate the current HR competencies and identify gaps and requirements to ensure the

organization is fulfilling legislated requirements and leading practices.

To perform a due diligence review.

To establish a baseline for future improvements.

To provide clear, prioritized recommendations regarding the above

4: Scope The scope of the Human Resource Organizational Review will include all Human Resource

functions including:

HR Strategy and strategic competency for senior management & management

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HR Planning and Organizational Development

Employee Relations

Performance Management coaching/advisory/consulting support to increase people

management bench strength within the workplace

HRIS/Human Resource statistics and reporting

Human Resource Programs, Policies and Procedures

Human Rights and Employment Equity

Onboarding and Orientation

Training and Development, Succession Planning

Facilitation of workshops, learning sessions, focus groups for HRM practices (across the

organization)

Integrative support to Occupational Health and Safety and Wellness

Interface and cross-boundary relationship with Finance for Compensation and Benefits

Recruitment and Selection process

Job analysis & Competency Management

Performance Management

Interface with Payroll (managed by finance)

HR Department – operational HR roles and core processes for centralized shared-services

5: OBLIGATIONS OF THE CONSULTANCY FIRM

5.1 PSEB will nominate a Focal Person to liaise with the Consultancy firm. The Consultancy firm shall

work in very close collaboration with the Focal Person; exchange information regarding the

progress of the consultancy and takes his advice where required.

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5.2 The Consultancy firm will sign a Non-Disclosure Agreement with PSEB and will treat all data as highly confidential.

6: REPORTING RELATIONSHIPS

The Consultant will report to Director Operation’s & Administration and Director Finance PSEB.

7: DURATION OF THE SERVICES

7.1 The expected time for completion of the said consultancy services is three (03) calendar months.

The exact duration however may be decided at the time of signing of contract between PSEB and

the Consultancy firm.

7.2 In case of delay in the provision of the deliverables, a penalty of 1% per week and up to 10% of

the delayed week will be imposed on the consultancy firm and shall be deducted from the last

payment. In case of a delay greater than 10 weeks, PSEB may terminate the contract.

8: SELECTION METHOD OF CONSULTANCY FIRM

The Consultancy firm who will be engaged should have extensive and proven mix of skill and expertise in

the field of providing consultancy services for HR. Previous experience of similar nature consultancy is

essential.

Method of Selection: Quality & Cost Based Selection (QCBS) System

Evaluation Process:

Evaluation of Technical Proposals: The evaluation committee shall evaluate the Technical Proposals on

the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria, sub-criteria,

and point system specified below. Each responsive Proposal will be given a technical score (St). A Proposal

shall be rejected at this stage if it fails to be eligible and achieve the minimum qualifying technical score

of seventy (60).

8.1: ELIGIBILITY OF CONSULTANCY FIRM

Only those consultancy firms are eligible to participate in the bid that can provide the following mandatory requirements:

S.No. Documentary Requirements- One No Means Disqualification Yes No

1 Certificate of Incorporation with SECP or Registrar of Firm or Registration with local or International body showing Firm’s legal status.

2 Tax Certificates i.e. GST, NTN.

3 Filer/ Active Tax Payer (With Proof).

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4 ISO 9001 certificate of your firm. 5 Membership of a professional organization or certified body

6 At least 05 years of incorporation (incorporation certificate)

8.2: TECHNICAL EVALUATION CRITERIA Maximum points for Technical Evaluation are 100. In the 1st stage, technical bids will be opened. Bidders who are eligible and score 60 or more in the technical evaluation will be technically successful. Bidders who fail to gain a score of 60 in technical evaluation will be disqualified.

A B C D E

Marks Total

Documentary Sr. Evaluation of Firm Criteria for Weightage Marks

Allocated Evidence (100)

1 Projects/Assignment completed

Above 7 Assignments 10 Proof of 5 to 7 Assignments 8

National

Assignment

3 to 5 Assignments 6

1.1 Assignments Completed 10 completion/ 2 Assignments 4

related to HR Contract/ Work Order

1 Assignment 2

Above 4 Assignments 10 4 Assignments 8 Proof of

international

Assignment

3 Assignments 6

1.2 Assignments completed 10 completion/ 2 Assignments 4 related HR Contract/ Work

1 Assignment 2

Order

Non Assignments 0

1.3

Total Specific Assignments Completed to CONDUCT A HUMAN RESOURCES ORGANIZATIONAL REVIEW HR (organizational) Restructuring

in Pakistan and/or Abroad

More than 03 15

15

Proof of

3 Assignments 13 Assignment

completion/ 2 Assignments 10

Contract/ Work

Less than 2 Assignments

5 Order

Specific Assignment Completed of CONDUCT A HUMAN RESOURCES ORGANIZATIONAL REVIEW on

More than 2

10

Proof of

1.6 10 Assignment

2 Assignments

7

completion/

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Federal Public Sector or Public sector Autonomous Bodies

1 Assignments

4

Contract/ Work Order

2 Team of Experts

At least 16 Years education with

relevant experience

Principal Consultant/Lead

More than 10 years of experience 10 Education,

2.1 Less than10 & greater than 08 8 10 Experience Auditor/Training Expert

Less than 08 & greater than 05

5

Certificate & CV

Less than 05 & greater than 03 2

Less than 03 years of experience 0


relevant experience

Coordinator/


2.2 Less than10 & greater than 08 8 10 Experience Documentation Expert

Less than 08 & greater than 05

5

Certificate & CV




relevant experience


2.3 Auditing Expert/ Auditor Less than10 & greater than 08 8 10 Experience

Less than 08 & greater than 05 5 Certificate & CV



More than 03 staff members 5

Team Size (excluding Appointment

2.4

03 staff members

3

5

Letter/ Contract support staff)

Copy

Less than 03 2

03

Financial Strength

Net income tax deposited by the firm in consideration/Maximum Income tax

deposited among all the bidders *5

5

Audited Financial

Statement of last three years or income tax statements of

last three years

04

Deliverables plan

Submission of work plan with timeline as per Section 3, clause 2(purpose)

15

Marking will be as per timeline

Total Marks 100

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8.3: FINANCIAL EVALUATION OF PROPOSAL

Financial proposals of those consultants who failed to secure minimum qualifying marks in the technical evaluation shall be returned un-opened. The lowest evaluated Financial Proposal will be given the maximum financial score (Sf) of 100 points. The financial scores (Sf) of the other Financial Proposals will be computed as follows: -

Value quoted by lowest bidder = A Value quoted by second lowest bidder = B Value quoted by third lowest bidder = C; and so on. Financial scoring of the lowest bidder will be = 100 Financial scoring of the second lowest bidder will be= (A/B) *100 Financial scoring of the third lowest bidder will be = (A/C) *100; and so on. 8.4: Award of Contract (Contract will be awarded to the Best Evaluated Bid).

After Technical and Financial Evaluation, the contract shall be awarded to the consultant with the best

evaluated bid, that is, the bid with highest accumulative technical and financial score, wherein, proposals

will be ranked according to their combined technical (St) and financial (Sf) scores using the weights (T =

70%, the weight given to the Technical Proposal; F = 30%, the weight given to the Financial Proposal; T +

F = 1) indicated ast: S = St x T% + Sf x F%. The bidder achieving the highest combined technical and financial

score shall be declared as winning bidder and shall be awarded contract.

9: SCHEDULE OF PAYMENT

Payments shall be made on submission of each deliverable to the satisfaction of the Client, as per following schedule, as described in the below. The client has the right to hold payment for a given deliverable, if the deliverable is not complete or satisfactory for the client:

a. 20% as mobilization. b. 40% on submitting first draft of HR restructuring as mentioned in ToR’s c. 40% on satisfactory completion of assignments.

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SECTION 4: GENERAL CONDITIONS OF THE CONTRACT

SECTION-04: GENERAL CONDITIONS OF THE CONTRACT

1. GENERAL PROVISIONS

1.1. Definitions: Unless the context otherwise requires, the following terms whenever used in this Contract have the following meanings:

(a) “Applicable Law” means the PPRA Rules (b) “Procuring Entity PE” means the implementing department which signs the

contract i.e. PSEB

(c) “Consultant” means a professional / firm qualified to work on HR review.

(d) “Contract” means the Contract signed by the Parties and all the attached documents listed in its Clause-1 and the Appendices.

(e) “Contract Price” means the price to be Paid for the Performance of the Services,

in accordance with Clause 6;

(f) “Effective Date” means the date on which this Contract comes into force and effect pursuant to Clause 2.1.

(g) “Foreign Currency” means any currency other than the currency of the PE’s

country.

(h) “Government” means the Government of Pakistan.

(i) “Local Currency” means Pak Rupees.

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(l) “Personnel” means Persons hired by the Consultant or by any Sub Consultants and assigned to the Performance of the Services or any Part thereof.

(m) “SC” means the Special Conditions of Contract by which the GC may be amended or supplemented.

(n) “Services” means the consulting services to be performed by the Consultant pursuant to this Contract, as described in the Terms of References.

(o) “Sub-Consultants” means any Person or entity to whom/which the Consultant subcontracts any Part of the Services.

(p) “In writing” means communicated in written form with proof of receipt.

1.2 Law Governing Contract

This Contract, its meaning and interpretation, and the relation between the Parties shall be governed by the applicable law.

1.3 Language

This Contract is executed in the English language, which shall be the binding and controlling language for all matters relating to the meaning or interpretation of this Contract.

1.4 Notices

1.4.1 Any notice, request or consent required or permitted to be given or made pursuant to this Contract shall be in writing. Any such notice, request or consent shall be deemed to have been given or made when delivered in Person to an authorized representative of the Party to whom the communication is addressed, or when sent to such Party at the address specified in the SC.

1.4.2 A Party may change its address for notice hereunder by giving the other Party notice in writing of such change.

1.5 Location

The Services shall be performed at Islamabad, Lahore and Karachi, where the location of a Particular task is not so specified, at such locations, whether in the Government’s country or elsewhere, as the PE may approve.

1.6 Authority of Member in Charge

In case the Consultant consists of a joint venture / consortium / association of more than one individual firms, the Members hereby authorize the individual firms or specified in the SC to act on their behalf in exercising all the Consultant’s rights and obligations towards the PE under this Contract, including without limitation the receiving of instructions and Payments from the PE.

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1.7 Authorized Representative

Any action required or permitted to be taken, and any document required or permitted to be executed under this Contract by the PE or the Consultant may be taken or executed by the officials specified in the SC.

1.8 Taxes & Duties

The Consultant, Sub-Consultants, and their Personnel Shall Pay such direct or indirect taxes, duties, fees, and other impositions levied under the Applicable Law as specified in the SC, the amount of which is deemed to have been included in the Contract Price.

1.9 Fraud & Corruption

If the PE determines that the Consultant and/or its Personnel, sub-consultants, services providers and suppliers has engaged in corrupt, fraudulent, collusive, coercive, or obstructive practices, in competing for or in executing the Contract, then the PE may, after giving 14 days’ notice to the Consultant, terminate the Consultant's employment under the Contract, and may resort to other remedies including blacklisting/disqualification as provided in PPRA Rules.

Any Personnel of the Consultant, who engages in corrupt, fraudulent, collusive, coercive, or obstructive practice during the execution of the Contract, shall be removed in accordance with Sub-Clause 4.2.

2. COMMENCEMENT, COMPLETION, MODIFICATION AND TERMINATION OF CONTRACT

2.1 Effectiveness of Contract

This Contract shall come into effect on the date the Contract is signed by either Parties or such other later date as may be stated in the SC. The date the Contract comes into effect is defined as the Effective Date.

2.2 Commencement of Services

The Consultant shall begin carrying out the Services not later than the number of days after the Effective Date.

2.3 Expiration of Contract

Unless terminated earlier pursuant to Clause GC 2.6 hereof, this Contract shall expire at the end of such time period after the Effective Date.

2.4 Modifications or Variations

Any modification or variation of the terms and conditions of this Contract, including any

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modification or variation of the scope of the Services, may only be made by written agreement between the Parties. However, each Party shall give due consideration to any proposals for modification or variation made by the other Party.

2.5 Force Majeure

The failure on the Part of the Parties to Perform their obligation under the contract will not be considered a default if such failure is the result of natural calamities, disasters and circumstances beyond the control of the parties.

2.5.1 No Breach of Contract

The failure of a Party to fulfill any of its obligations under the contract shall not be considered to be a breach of, or default under, this Contract insofar as such inability arises from an event of Force Majeure, provided that the Party affected by such an event (a) has taken all reasonable precautions, due care and reasonable alternative measures in order to carry out the terms and conditions of this Contract, and (b) has informed the other Party as soon as possible about the occurrence of such an event.

2.5.2 Extension of Time

Any period within which a party shall, pursuant to this Contract, complete any action or task, shall be extended for a period equal to the time during which such party was unable to Perform such action as a result of Force Majeure.

2.5.3 Payments

During the period of their inability to Perform the Services as a result of an event of Force Majeure, the Consultant shall be entitled to continue to be Paid under the terms of this Contract, as well as to be reimbursed for additional costs reasonably and necessarily incurred by them during such period for the purposes of the Services and in reactivating the Service after the end of such period.

2.6 Termination

2.6.1 By the PE

The PE may terminate this Contract in case of the occurrence of any of the events specified in Paragraphs (a) through (f) of this Clause GC 2.6.1. In such an occurrence the PE shall give a not less than thirty (30) days’ written notice of termination to the Consultant, and sixty (60) days’ in the case of the event referred to in (e).

(a) If the Consultant does not remedy the failure in the Performance of their obligations under the Contract, within thirty (30) days after being notified or within any further period as the PE may have subsequently approved in writing.

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(b) If the Consultant becomes insolvent or bankrupt.

(c) If the Consultant, in the judgment of the PE has engaged in corrupt or fraudulent practices in competing for or in executing the Contract.

(d) If, as the result of Force Majeure, the Consultant(s) are unable to perform

a material portion of the Services for a period of not less than sixty (60) days.

(e) If the PE, in its sole discretion and for any reason whatsoever, decides to

terminate this Contract.

(f) If the Consultant fails to comply with any final decision reached as a result of arbitration proceedings pursuant to Clause GC 8 hereof.

2.6.2 By the Consultant

The Consultants may terminate this Contract, by not less than thirty (30) days’ written notice to the PE, such notice to be given after the occurrence of any of the events specified in Paragraphs (a) through (c) of this Clause GC 2.6.2:

(a) If the PE fails to pay any money due to the Consultant pursuant to this Contract without consultant’s fault.

(b) Pursuant to Clause GC 7 hereof within forty-five (45) days after receiving

written notice from the Consultant that such Payment is overdue.

(c) If, as the result of Force Majeure, the Consultant is unable to perform a material portion of the Services for a period of not less than sixty (60) days.

If the PA fails to comply with any final decision reached as a result of arbitration pursuant to Clause GC 8 hereof.

2.6.3 Payment Upon Termination

Upon termination of this Contract pursuant to Clauses GC 2.6.1 or GC. 2.6.2, the PE shall make the following Payments to the Consultant:

(a) Payment pursuant to Clause GC 6 for Services Satisfactorily Performed

prior to the effective date of termination;

(b) except in the case of termination pursuant to Paragraphs (a) through, and (f) of Clause GC 2.6.1, reimbursement of any reasonable cost incident to the prompt and orderly termination of the Contract, including the cost of the return travel of the Personnel and their eligible dependent’s.

3. OBLIGATION OF THE CONSULTANT

3.2 General

3.2.1 Standard of Performance

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The Consultant Shall Perform the Services and carry out their obligations hereunder with all due diligence, efficiency and economy, in accordance with generally accepted professional standards and practices, and shall observe sound management practices, and employ appropriate technology and safe and effective equipment, machinery, materials and methods. The Consultant shall always act, in respect of any matter relating to this Contract or to the Services, as faithful advisers to the PE, and shall at all times support and safeguard the PE’s legitimate interests in any dealings with Sub-Consultants or third parties.

3.3 Conflict of Interests

The Consultant shall hold the PE’s interests Paramount, without any consideration for future work, and strictly avoid conflict with other assignments or their own corporate interests.

3.3.1 Consultants not to Benefit from Commissions, Discounts, etc.

The Payment of the Consultant pursuant to Clause GC 6 shall constitute the Consultant’s only Payment in connection with this Contract or the Services, and the Consultant shall not accept for their own benefit any trade commission, discount, or similar Payment in connection with activities pursuant to this Contract or to the Services or in the discharge of their obligations under the Contract, and the Consultant shall use their best efforts to ensure that the Personnel, any Sub-Consultants, and agents of either of them similarly shall not receive any such additional Payment.

3.3.2 Prohibition of Conflicting Activities

The Consultant agrees that, during the term of this Contract and after its termination, the Consultant and any entity affiliated with the Consultant, as well as any Sub-Consultants and any entity affiliated with such Sub Consultants, shall be disqualified from providing goods, works or services (other than consulting services) resulting from or directly related to the Consultant’s Services for the preparation or implementation of the project.

3.3.3 Prohibition of Conflicting Activities

The Consultant shall not engage, and shall cause their Personnel as well as their Sub-Consultants and their Personnel not to engage, either directly or indirectly, in any business or professional activities which would conflict with the activities assigned to them under this Contract.

3.4 Confidentiality

Except with the prior written consent of the PE, the Consultant and the Personnel shall not at any time communicate to any Person or entity any confidential information acquired in the course of the Services, nor shall the Consultant and the Personnel make public the recommendations formulated in the course of, or as a result of, the Services.

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3.5 Consultant’s Actions Requiring PE’s Prior Approval

The Consultant shall obtain the PE’s prior approval in writing before taking any of the following actions:

(a) entering into a subcontract for the Performance of any Part of the Services,

(b) appointing such members of the Personnel not listed, and

(c) any other action that may affect the contract directly or indirectly.

3.6 Reporting Obligations

(a) The Consultant shall submit to the PE the reports and documents specified in in TOR hereto, in the form, in the numbers and within the time Period set forth in the said TOR.

(b) Final reports shall be delivered in CD ROM in addition to the hard copies

specified in said TOR.

3.7 Documents Prepared by the Consultant to be the Property of the PE

All plans, reports, other documents and software submitted by the Consultant under this Contract shall become and remain the property of the PE, and the Consultant shall, not later than upon termination or expiration of this Contract, deliver all such documents to the PE, together with a detailed inventory thereof.

3.8 Professional liability of consultant

3.8.1 The consultant shall be liable for consequence of errors or omissions on its part. The extent of liability of the consultant in no case should be less than consideration of the contract.

3.8.2 The consultant shall be held liable for all losses or damages and shortcomings in deliverables etc, suffered by the procuring entity as a result of misconduct or inadequate services in performing the consulting services.

3.8.3 In case of poor/unsatisfactory performance or failure to complete any of the deliverables/output, the procuring entity will have the right to deduct the same amount allocated for the said deliverables/output from the contract price and may terminate the contract or shall impose both.

3.9 Monitoring and Evaluation

3.9.1 The Consultant shall submit the report along with the attendance to the PSEB. The PE shall monitor and evaluate and visit the consultant business place each month. The Consultant shall facilitate the PE for inspection of the relevant records and the consultant shall produce the relevant records on demand of PE for evaluation.

3.9.2 If the consultant failed to provide the relevant records to the PE, the PE shall have the right to terminate the contract and impose the penalty of not less than the consideration of the contract as the case may be.

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4. CONSULTANT PERSONNEL

4.1 Description of Personnel

The Consultant shall employ and provide such qualified and Personnel experienced Personnel as are required to carry out the Services. The titles, agreed job descriptions, minimum qualifications, and estimated Period of engagement in the carrying out of the Services of the Consultant’s Key Personnel are described in Section 3 & TOR. The Key Personnel listed by title as well as by name in proposal are hereby approved by the PE.

4.2 Removal and/or Replacement of Personnel

(a) Except as the PE may otherwise agree, no changes shall be made in the Key Personnel. If, for any reason beyond the reasonable control of the Consultant, such as retirement, death, medical incapacity, among others, it becomes necessary to replace any of the Key Personnel, the Consultant shall provide as a replacement a Person of equivalent or better qualifications.

(b) If the PE finds that any of the Personnel have (i) committed serious misconduct

or have been charged with having committed a criminal action, or (ii) have reasonable cause to be dissatisfied with the Performance of any of the Personnel, then the Consultant shall, at the PE’s written request specifying the grounds thereof, provide as a replacement a Person with qualifications and experience acceptable to the PE.

(c) The Consultant shall have no claim for additional costs arising out of or incidental

to any removal and/or replacement of Personnel. 5. OBLIGATIONS OF THE PE

5.1 Assistance and Exemptions

The PE shall use its best efforts to ensure that the Government shall provide the Consultant such assistance and exemptions as the PE can provide.

5.2 Change in the Applicable Law Related to Taxes and Duties

If, after the date of this Contract, there is any change in the Applicable Law with respect to taxes and duties, the PE will deduct all the taxes and duties as per prevailing applicable tax laws.

6. PAYMENTS TO THE CONSULTANT

6.1 Lump-sum Payment

The total Payment due to the Consultant shall not exceed the Contract Price which is an all-inclusive fixed lump-sum covering all costs required to carry out the Services

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described in TOR and Scope of Services, the Contract Price may only be increased above the amounts stated in Clause If the Parties have agreed to additional Payments in accordance with Clause 2.4.

6.2 Contract Price

The contract price shall be lump sum and payment shall be made in Pak Rupees.

6.3 Payment for Additional Services

For the purpose of determining the remuneration due for additional services as may be agreed under Clause 2.4, a breakdown of the lump sum price shall be provided.

6.4 Terms and Conditions of Payment

Payments will be made to the account of the Consultant and according to the Payment schedule and terms and conditions stated in the TORs

7. GOOD FAITH

7.1 The parties undertake to act in good faith with respect to each other’s rights under this Contract and to adopt all reasonable measures to ensure the realization of the objectives of this Contract.

8. SETTELMENT OF DISPUTES

8.1 Amicable Settlement

The parties agree that the avoidance or early resolution of disputes is crucial for a smooth execution of the Contract and the success of the assignment. The parties shall use their best efforts to settle amicably all disputes arising out of or in connection with this Contract or its interpretation.

8.2 Dispute Resolution

Any dispute between the parties as to matters arising pursuant to this Contract that cannot be settled amicably within thirty (30) days after receipt by one party of the other Party’s request for such amicable settlement may be submitted by either party for settlement in accordance with the provisions specified in the SC

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SPECIAL CONDITIONS OF CONTRACT

GCC Ref No.

1.1 PPRA Rules

1.4 & 1.5 The addresses are:

Procuring Entity: Pakistan Software Export Board (PSEB) Attention: Mr. Khursheed Anwar Bangash (Manager Admin & HR) E-mail: [email protected] Consultant:

Attention:_______________________________

Facsimile: _______________________________

E-mail: _________________________________

1.7 The Authorized Representatives are: For the PE: _____________________________

For the Consultant: _____________________

2.1 Duration of assignment is three (03) months starting from the date of signing of Contract.

2.2 The date for the commencement of Services is [soon after signing of contract].

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SPECIAL CONDITIONS OF CONTRACT

CONTRACT

THIS CONTRACT (“Contract”) is entered into this [insert starting date of assignment], by and between [insert PE ’s name] (“the PE”) having its principal place of business at [insert PE ’s address], and [insert Consultant’s name] (“the Consultant”) having its principal office located at [insert Consultant’s address].

WHEREAS, the PE wishes to have the Consultant Performing the services hereinafter referred to, and

WHEREAS, the Consultant is willing to perform these services,

NOW THEREFORE THE PARTIES hereby agree as follows:

1. Services

(i) The Consultant shall perform the services specified in “Terms of Reference and Scope of Services,” which is made an integral Part of this Contract (“the Services”).

(ii) The Consultant shall provide the reports as mentioned in the TORs,” within the time

Period as agreed. 2. Duration of Contract

The Consultant shall complete all the deliverables within a period of three (03) months.

Payment Terms

A. Ceiling

For Services rendered pursuant to TORs, the PE shall pay the Consultant an amount not to exceed [insert amount]. This amount has been established based on the understanding that it includes all of the Consultant's costs and profits as well as any tax obligation that may be imposed on the Consultant.

B. Payment Conditions

Payment shall be made in [specify currency], no later than 30 days following submission by the Consultant of invoices in duplicate to the Coordinator designated.

3. Project Administration

A. Coordinator

The PE designates Mr./Ms. [insert name] as PE’s Coordinator; the Coordinator shall be responsible for the coordination of activities under the Contract, for receiving and approving invoices for Payment, and for acceptance of the deliverables by the PE.

4. Performance Standard:

The Consultant undertakes to perform the Services with the highest standards of professional and ethical competence and integrity. The Consultant shall promptly replace any employees assigned under this Contract that the PE considers unsatisfactory.

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CONTRACT

5. Confidentiality:

The Consultants shall not, during the term of this Contract and within two years after its

expiration, disclose any proprietary or confidential information relating to the Services, this

Contract or the PE’s business or operations without the prior written consent of the PE.

6. Ownership of Material:

Any studies, reports or other material, graphic, software or otherwise, prepared by the Consultant

for the PE under the Contract shall belong to and remain the property of the PE. The Consultant

may retain a copy of such documents and software.

7. Consultant not to be engaged in Certain Activities:

The Consultant agrees that, during the term of this Contract and after its termination, the

Consultants and any entity affiliated with the Consultant, shall be disqualified from providing

goods, works or services (other than the Services or any continuation thereof) for any project

resulting from or closely related to the Services.

8. Insurance:

The Consultant will be responsible for taking out any appropriate insurance coverage for their

Personnel and equipment’s if required.

9. Assignment:

The Consultant shall not assign this Contract or Subcontract any portion thereof it without the

PE's prior written consent.

10. Law Governing Contract and Language:

Applicable law will be that of Government of Pakistan and the contract language shall be

English.

11. Dispute Resolution:

Any dispute arising out of this Contract, which cannot be amicably settled between the Parties,

shall be referred to adjudication/arbitration in accordance with the Arbitration Act of 1940

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CONTRACT

For the PE For the Consultant

Signature: ______________________ Signature: ____________________

Name: ___________________________ Name: _______________________

Title: __________________________ Title: ________________________

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DRAFT / PROPOSED

PSEB SERVICE RULES

2020

PAKISTAN SOFTWARE EXPORT BOARD

(GUARANTEE) LIMITED

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TABLE OF CONTENTS

Section Description Page No.

Introduction

1. Preamble 4

Chapter I 2. Short Title and Commencement 5

3. Applicability 5

Chapter II 4. Definitions 6

Chapter III Appointment, Promotion, Seniority and Deputation

Part I

5. Appointing Authorities 10

6. Methods of Appointment 10

7. Qualification, Experience, Age Limit and other Conditions

of Services

10

Part II: Promotion

8. Eligibility for Promotion 12

9. Procedure for Promotion 12

Part III: Appointments

10. Conditions for Initial Recruitment 13

Part IV

11. Appointment by Deputation 14

Part V

12. Probation 15

Part VI

13. Seniority 16

Chapter IV 14. Pay and Allowances 17

15. Leave 21

16. Joining Time 26

17. Retirement Benefits 26

Chapter V 18. Retirement from Service 27

19. Resignation from Service 27

20. Termination of Service 28

21. Transfer 29

22. Training 29

23. Deputation 31

Chapter VI 24. Conduct 32

Chapter VII 25. Appeals and Representation 36

26. Right to appeal or representation 36

27. Procedure for Submission and Contents of Appeal 36

28. Order on Appeal 37

29. Withholding of Appeal 37

30. Transmission of an Appeal 38

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Section Description Page No.

Chapter VIII Miscellaneous

Part I

31. Performance Evaluation Report 39

Part II

32. Record of Service 41

Part III

33. Transfer 42

Part IV

34. Travel & Living 44

Part V

35. Advances & Loans 49

Part VI

36. Winding up the Company 50

Appendix-A Categories of Service 51

Appendix-B Pay Scales and all Allowances of Regular Employees 52

Schedule I Method of Appointment 53

Schedule II Conditions for Promotion 54

Schedule III Qualification, Experience and Age Limits for Initial

Appointment

55

Schedule IV Selection and Promotion Committees 58

Form ‘A’ Declaration (for initial appointment) 59

Form ‘B’ Character Certificate (for initial appointment) 60

Form ‘C’ Surety Bond (for training) 61

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INTRODUCTION

1. Preamble

Pakistan Software Export Board (Guarantee) Limited (PSEB) is a company limited by guarantee

incorporated under the Companies Ordinance, 1984 on June 13, 1998, in compliance to the Ministry

of Communications O.M. No.7-8/97-IMP/Pt dated 14th April 1998 to carry on business activities

previously performed by the Pakistan Software Export Board ("the Board") and to enjoy complete

independence and flexibility in all its financial, operational, legal and administrative matters. The

Company is owned and controlled by the Federal Government and is under the administrative

control of the Ministry of Information Technology (IT & Telecom Division). Prior to its

incorporation as a guarantee limited company, PSEB ("the Board") was established as a Private

Software Export Board by means of an Executive Order vide Cabinet Division's notification No.4-

16/95-Min-I dated 12th June 1995 and later on the word 'Private' in the name of the Board was

substituted with the word 'Pakistan' through Ministry of Communications Notification

No.16(1)/96-IMP(PSEB) dated 20th September 1997.

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CHAPTER – I

2. Short Title and Commencement

2 These Rules shall be called the “PSEB Service Rules 2020”.

3 These Rules shall come into force from the date of approval by the PSEB Board of

Directors and shall supersede all the previous service regulations.

3. Applicability

(q) These rules shall apply to all regular employees of the Company.

(r) These rules shall not apply to:

any person whose services are hired for a project for a specified period of contract he/she shall be governed

in accordance with the terms of his/her employment contract;

any person who is paid for his services out of contingencies or is engaged on daily wages.

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CHAPTER – II

4. Definitions

(j) In these Rules: -

(i) “Company” means Pakistan Software Export Board (Guarantee) Limited

incorporated under the Companies Ordinance 1984;

(ii) “Managing Director” means the Managing Director of the Company;

(iii) “Board of Directors” means the Board of Directors of the Company;

(iv) “Chairman” means the Chairman of the Board of Directors;

(v) “Committee of the Board of Directors” means a Committee comprising of any

two or more persons constituted by the Board of Directors from time to time for

specific purposes;

(vi) “Competent Authority” means the Managing Director or the Board of Directors

of the Company or any Committee or person(s) to whom such powers are

delegated by the Managing Director or the Board of Directors on its behalf.

(vii) “Appointing Authority” means the Managing Director or the Board of Directors

of the Company or any Committee or person(s) so authorized and designated by

the Managing Director or the Board of Directors on its behalf.

(viii) “Appellate Authority” means an authority designated as such under these rules;

(ix) “Management” means Board of Directors or any Committee or group of

individuals designated by the Board of Directors to do such duties of

management on its behalf;

(x) “Secretary” means the Secretary of the Company appointed in accordance with

the Articles of Association of the Company;

(xi) “Minister-in-charge” means the Federal Minister of the controlling

Ministry/Division administratively concerned with the Company;

(xii) “Ordinance” means the Companies Ordinance 1984, as amended from time to

time;

(xiii) “Government” means the Federal Government of Pakistan;

(xiv) “Category of Service” means a category of employees specified in these rules;

(xv) “Contract Service” means service under a specific contract for a specific period;

(xvi) “Deputation” means appointment of an employee on deputation from the Federal

Government or a Provincial Government or any agency;

(xvii) “Duty” means time spent on (a) performance of official assignments as well as

(b) probation, provided that it is followed by regular appointment, (c) training,

if any, after becoming a regular employee unless otherwise specified;

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(xviii) “Basic Pay” means the amount drawn as pay in the prescribed approved scales

of the Company each month;

(xix) “Emoluments” include basic pay or any other pay/allowance sanctioned for the

regular posts in different pay scale by the Competent Authority;

(xx) “Employee” means any person employed in connection with the affairs of the

Company on a regular post;

(xxi) “Contract Employee” means any person employed in connection with the affairs

of the Company on contract service;

(xxii) “Family” means spouse, wholly dependent parents, legitimate children and step

children of the employee wholly dependent on him/her except where otherwise

specified in these rules;

(xxiii) “Fee” means a recurring or non-recurring payment made by the Company to any

department or any other person other than the employee of the Company or such

payment received by an employee of the Company from other person, body or

agency for certain work;

(xxiv) “Financial year” means the period beginning on the first day of July in a calendar

year and ending on thirtieth day of June in the following calendar year;

(xxv) “Gratuity” means the amount granted to an employee at the prescribed rate

against his/her each completed year of service;

(xxvi) “Honorarium” means a recurring or non-recurring payment made to an employee

as remuneration for work of an occasional nature which is either so laborious or

of such special merit as to justify a special reward;

(xxvii) “Head of the Department” means Director of the department or if there is no

Director appointed for a department, an officer declared as such by the Managing

Director;

(xxviii) “Initial appointment” means direct appointment made on regular basis under

these rules;

(xxix) “Leave salary” means the monthly emoluments paid to an employee on leave;

(xxx) “Pay Scale” means the pay scale prescribed and approved by the Board of

Directors against which a post in the Company is placed;

(xxxi) “Pay” means the amount to be drawn by an employee as pay fixed for him in a

pay scale or otherwise, and includes special pay and any other amount classed

as pay but does not include allowances;

(xxxii) “Penalty” means a penalty as prescribed in these rules;

(xxxiii) “Probation” means the period for which an employee is placed in a post, on

initial appointment or otherwise as prescribed in these rules;

(xxxiv) “Qualifying Service” means the service which begins from the date of joining

the Company but not before attaining the age of 18 years and continues under

conditions determined by the Competent Authority excluding such interruptions

during which leave or leave salary is not granted to the employee;

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(xxxv) “Regular Post” means a post which is likely to continue till the age of

superannuation specified under these rules.

(xxxvi) “Regular Employee” means an employee appointed to a regular post under these

rules;

(xxxvii) “Regular Appointment” means an appointment made on a regular post by initial

appointment, promotion or transfer in accordance with these rules;

(xxxviii) “Selection Committee” means a Committee constituted by the Appointing

Authority for the purpose of making recommendations for selection of persons

for initial appointment to posts in the Company under these rules;

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(xxxix) “Promotion Committee” means a Committee constituted by the Appointing

Authority for the purpose of making recommendations for promotion of

employees to higher posts in the Company under these rules;

(xl) “Seniority” means the position of an employee in the service category/cadre to

which he/she belongs with reference to the date of his joining or confirmation as

compared with the position of other employees in the same category of

service/cadre;

(xli) “Service Record” means history of service, service roll maintained in such form

as may be prescribed in which every step in an employee’s official life is

recorded without any erasing or over-writing and is duly attested by the

concerned officer;

(xlii) “Temporary Post” means a post other than a regular post and created by the

Competent Authority for temporary period and for specific purposes;

(xliii) “Prescribed” means prescribed by or under these rules;

(k) All the words and expressions used but not defined in these rules shall have the same

meanings as assigned to them in the Companies Ordinance 1984.

(l) The Managing Director or the Board of Directors may amend and/or modify any of the

Rules herein laid down or add other Rules as may be deemed appropriate from time to time.

(m) In all matters not provided in these Rules, the decision of the Board of Directors shall be

deemed final.

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CHAPTER – III

Appointment, Promotion, Seniority and Deputation

Part – I

5. Appointing Authorities

1. All appointments in the Company against sanctioned/approved posts shall be made in accordance with the decision of the designated Selection/Promotion Committee as per Schedule IV. Composition of Selection and Promotion Committees may be changed by the Board of Directors for appointment of the Managing Director and by the Managing Director for rest of the appointments in the Company.

6. Methods of Appointment

1. Appointment to various posts in the Company shall be made by one or more of the following methods, namely: -

(a) by initial appointment

(b) by promotion

7. Qualification, Experience, Age Limit and other Conditions of Services

1. Qualifications, experience and other conditions for eligibility relating to initial appointment to various posts in different pay scales shall be as laid down in Schedule - III to these Rules:

Provided that in case where it is considered to be expedient or in the interest of the

Company to meet specific manpower requirements or specific shortage of qualified

persons, the qualifications, experience or other conditions for eligibility as prescribed in

Schedule-III for appointment or promotion to various posts in different pay scales may be

relaxed by the Managing Director and/or the Board of Directors based on recommendations

of the Selection/Promotion Committee.

2. Category of Service

1. The service in the Company shall consist of different categories of service with nomenclatures of posts as specified in Appendix-A and Schedule –III to these Rules.

2. These categories of service and the sanctioned posts in each category shall be

approved from time to time by the Board of Directors.

3. The Board of Directors may create or add at any time any regular or temporary post to any category and may remove or abolish or re-designate at any time any such post.

3. Terms and Conditions of Service

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The service terms and conditions of an employee of the Company shall be as laid down in

these Rules and/or contained in such orders or instructions which may be issued from time

to time by the Managing Director or the Board of Directors or an authority designated by

the Managing Director or the Board of Directors on its behalf.

4. Employment to be Full Time

Unless otherwise provided, an employee of the Company shall be a full time employee at

the disposal of the Company and he/she may be entrusted such duties as required by the

Managing Director or the Board of Directors or an authority designated by the Managing

Director or the Board of Directors from time to time without any additional remunerations.

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Part – II

Promotion

8. Eligibility for Promotion

1. An employee who fulfills the educational and experience required for a vacant higher

position than his/her existing post/scale may be considered for promotion in the next higher

post/scale subject to the availability of vacancy.

2. Promotion from one post/pay scale to the next higher post/pay scale or to any particular

post will not be automatic and will not be claimed as a matter of right by virtue of seniority

or length of service or any other reason;

3. For promotion to next higher post/pay scale or to any particular post, due weightage will

be given to merit, experience and qualification(s) in the relevant field.

4. Merit will be determined on the following basis:

12. Performance of an employee as reflected in at least previous two performance evaluation

reports in his dossier;

13. Potential of an employee to assume higher/greater responsibility;

14. Relevant work experience; and

15. Academic and professional qualification(s)

5. In case a suitable person is not available for promotion, the vacant post to be filled by initial

appointment by the Appointing Authority.

9. Procedure for Promotion

1. There shall be Promotion Committee for making recommendations for promotions to various vacant posts in different categories. The composition of the Promotion Committee shall be in accordance with Schedule IV. The composition of the Promotion Committee may be changed/modified by the Managing Director or the Board of Directors as and when considered necessary.

2. The Promotion Committee shall consider the employee’s eligibility for promotion and may

recommend: -

11. an employee for promotion in the next higher post/scale;

12. an employee unfits for promotion for the time being;

13. deferment of consideration of the case of an employee on account of non-availability of

one or more personal or other documents or information;

3. The Managing Director may pass any appropriate order for promotion, and if he disagrees with the recommendations of the Promotion Committee, will record reasons to that effect and get approval from the Board of Directors.

Part – III

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Appointments

10. Conditions for Initial Recruitment

1. All posts for initial appointment shall be advertised in nationwide newspaper(s) as per

Government regulations and also on the company’s website and all appointments shall be

made in accordance with qualifications and experience criteria given in Schedule III and

on merit as determined by the Selection Committee and approved by the Appointing

Authority.

2. Short Listing Committee comprising of Head of the concerned department and Head of

Administration shall short list the most suitable candidates who must at-least meet the

minimum advertised criteria. At least three candidates for a post must be short listed and

the list of short listed candidates shall be forwarded to the Appointing Authority for

approval to proceed with test and/or interview.

3. Only short listed candidates for the posts shall be called for test and/or interview. The

Selection Committee composed in accordance with Schedule IV shall prepare a merit list

on the basis of the test/interview and submit it to the Appointing Authority for approval of

the candidate(s) to be appointed. At least three candidates will be called for final Interview

against each post.

4. A candidate on his/her first appointment in the Company shall submit a declaration in the

prescribed form (Form-A) and two character certificates in the prescribed form (Form-B)

from any gazetted officers in pay scales 17 or above or their equivalent in the Federal or

Provincial Government or any autonomous, semi-autonomous body or organization.

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Part – IV

11. Appointment by Deputation

All appointments in the Company shall be based on merit, recommendations of the

Selection and Promotion Committees designated as per Schedule IV and in accordance

with Clause 6: Methods of Appointment. Any exception requires approval by the Board of

Directors clearly stating reasons for approving an appointment by deputation and

specifying applicable terms and conditions governing such deputation.

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Part – V

12. Probation

1. A person appointed to a post by initial appointment shall be on probation for a period of

three months which may be extended by the Competent Authority by no more than three

months in total.

2. An employee shall not be deemed to have completed his period of probation satisfactorily

until his character and credentials have been verified satisfactorily by the designated

officer.

3. On successful completion of probation period, the Competent Authority shall, by specific

order, terminate the probation and the employee shall stand appointed on regular basis.

4. Where, in the opinion of the Competent Authority, performance of an employee on

probation has not been found satisfactory, his/her services may be dispensed without any

notice.

5. Services of an employee in probationary period may be terminated without notice and/or

without assigning any reason.

6. An employee on probation may resign from service by giving one week’s

notice in writing.

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Part – VI

13. Seniority

All appointments in the Company shall be based on merit, recommendations of the Selection/Promotion

Committees designated as per Schedule IV and in accordance with Clause 6: Methods of Appointment.

Length of service in the Company will be given due consideration by the Selection/Promotion Committee,

however, merit will be the primary selection criteria as outlined in Clause 8 (para 4).

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CHAPTER – IV

14. Pay and Allowances

Basic Pay

2. The basic pay scales admissible to the regular employees shall be as determined from time

to time by the Board of Directors. The basic pay scales given in Appendix-B shall be

applicable from the date of approval by the Board of Directors.

3. Subject to any exceptions specifically made in these rules, an employee shall begin to draw

the basic pay of his/her post with effect from the date on which he/she assumes the duties

of that post and shall cease to draw them as soon as he/she ceases to discharge those duties.

4. When a person is appointed to a post by initial appointment on regular basis, his/her basic

pay will be fixed at the minimum of the pay-scale in accordance with the provisions of

these rules. However, the Competent Authority may approve basic pay up to maximum

limit of the pay-scale on the basis of suitability for the post at the time of initial appointment

or on completion of probationary period.

5. When an employee is appointed by promotion to a higher post, his/her basic pay will be

fixed at the minimum of the pay-scale in accordance with the provisions of these Rules if

his/her current basic pay is less than minimum of the applicable pay scale. When an

employee is promoted to a higher post and his/her current basic pay is higher than the

minimum of the applicable pay scale, he/she shall be granted one increment upon

promotion.

Annual Increment

1. Annual increment in pay scale ordinarily shall accrue to regular employees of all categories

on 1st day of July each year provided that the employee has satisfactorily completed on that

date at least six (06) months of service in the said pay scale.

2. The period of extra ordinary leave shall not count for annual increment unless specifically

sanctioned.

3. The annual increment shall ordinarily be drawn as a matter of course unless it is withheld

as a penalty under these Rules.

Performance Increment

1. In addition to the annual increment, the Competent Authority may, subject to availability

of funds, grant performance increment in the basic pay to an employee based on his/her

work performance during the year recorded in annual Performance Evaluation Report

(PER).

2. Competent Authority shall approve the criteria for determining annual performance

increment and amount of increment to be given to employees based on their individual

performance during the year. Competent Authority may change the criteria and amount of

performance increment on a year to year basis depending upon availability of funds.

3. The performance increments, if any shall accrue to an employee on the 1st first day of

January each year.

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House Rent Allowance

All employees shall be entitled to house rent allowance mentioned at APPENDIX-B.

Conveyance Allowance

1. Monetization of transport facility will be at the following monthly rates:

(i) Managing Director As per MP-I scale

(ii) Directors MP-II equivalent

(iii) Senior Managers MP-III equivalent

2. In absence of monetization of transport facility, Managing Director, Directors, and Senior

Managers shall be sanctioned 1600 cc, 1300 cc, and 1,000 cc company maintained cars

respectively. Managing Director shall be entitled to the fuel per terms admissible for the

post of MP-I, whereas monthly petrol allowance shall be equal to 300 liters for Directors

and 270 liters for Senior Managers.

3. All other regular employees of all categories shall be entitled to conveyance allowance at

the rate of 15% of their basic pay or such other rates as may be determined and prescribed

by the Competent Authority from time to time.

Medical Coverage/Allowance

17. The Company shall provide comprehensive group medical insurance to employees of the

Company and their dependent Family members. Managing Director shall receive medical

coverage as per MP-1 rules. Group medical insurance shall fully cover hospitalization expenses

as well as out-patient medical treatment expense and specialized medical tests. Entitlements of

respective categories of employees and details of group medical insurance coverage will be

shared with employees upon signing of agreement with the selected medical insurance provider

and shall form the basis of the medical policy. Changes in the medical policy, if any, at time of

annual renewal of group medical insurance with the medical insurance provider shall be shared

with the employees.

18. In absence of group medical insurance coverage, employees of the Company shall be entitled

to reimbursement of medical expenses incurred by them in respect of hospitalization and out-

patient medical treatment of themselves and their dependent Family members. The limit for

reimbursement of medical expenses shall be three months gross salary per financial year. The

procedure for reimbursement claims and explanation of admissible claims shall be shared with

the employees. The Competent Authority may change the limit for reimbursement of medical

expenditure from time to time.

19. In event of an employee exceeding limit of his/her medical entitlement/coverage, and the

concerned employee requests for financial assistance, the Managing Director may constitute a

Medical Committee to review the case and make its recommendation for reimbursement of

whole or part of incurred medical expense.

Telephone/Internet Allowance

Employees in Category A, shall be entitled to telephone/internet allowance to cover residential

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telephone/internet and mobile phone expenses. The monthly telephone/internet allowance shall be

Rs. 10,000 for Directors, Rs. 7,000 for Senior Managers and Rs. 5,000 for Managers in Category

A. The Managing Director shall be entitled to telephone facilities per terms and conditions as

admissible to the post of MP-1. This allowance may be revised by the Competent Authority from

time to time.

Ad Hoc Allowance

Ad Hoc allowance shall be given to employees as and when the Government announces an increase

in staff salary due to rise in cost of living or inflation or due to any other reason. Any amount to be

given as Ad Hoc Allowance would require approval from the Board of Directors and dependent

upon financial condition of the Company as well as availability of funds. Ad Hoc allowance can be

canceled or reduced by the Company if directed by the Government and/or the Board of Directors.

Entertainment Allowance

The Competent Authority may grant an employee reimbursement of actual entertainment expenses

covering food/meal charges for Company’s guests and accompanying employees of the Company

incurred during the performance of official duties with the prior written approval of the Managing

Director.

Group Life Insurance Scheme

1. The Company shall arrange group life insurance of all the regular employees aged between

18 to 60 years in accordance with terms and conditions of the insurance policy. An

agreement to this effect shall be executed between the Company and the insurance

company. The maximum life insurance cover would be as under:

(a) Managing Director/Directors/Senior Managers/Managers Rs. 7,500,000

(b) Senior Officers/Officers/Assistant Officers Rs. 6,000,000

(c) Assistants & Others Rs. 5,000,000

2. Notwithstanding the terms and conditions of the policy and or agreement with the

Insurance Company, the scheme shall be managed in accordance with the instructions

issued by the Company from time to time. The Company also reserves the right to

discontinue, terminate and or amend the group life insurance scheme.

3. Every regular employee covered under the scheme shall furnish a nomination in favor of a

beneficiary on the prescribed form which may be revoked or altered with the consent of

the Company.

4. On retirement from or leaving or termination of service of the Company for any reason

whatsoever, the benefits and the membership of group life insurance of an employee shall

cease immediately or shall cease automatically on attaining the age of sixty (60) years,

whichever is earlier.

5. In case of death of an employee and upon meeting the terms and conditions of the insurance

policy from the insurance company, the sum assured shall become payable to the dependent

nominee(s) or, if the employee leaves no nominee, the legal heir(s) on the absolute

discretion of the Company, as the case may be, on submission by the Company to the

insurance company certificate of death of the employee.

Overtime

Category C employees while on duty beyond office hours or on off days with prior permission from

the Supervisor shall be entitled to overtime allowance at the rate of one and a half times of basic

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hourly rate or in the manner as may be prescribed, from time to time by the Company.

Honorarium

The Company may grant or permit an employee to receive an honorarium/ex-gratia payment as

remuneration for work performed which is occasional in character and so laborious or of such

special merit as to justify a special reward. Amount of honorarium to be decided by the Competent

Authority on case to case basis.

15. Leave

Applicability

These leave rules shall be applicable to all regular employees of the Company.

The leave year for Casual and Sick leave begins from 1st day of January through 31st day of December.

Annual leave is renewed at each anniversary date of employment with the Company.

3. Approval of Head of Department shall be required in all cases of leave for 5 days or more.

4. All service rendered by an employee on duty qualifies him to earn leave in accordance with

these rules.

Annual / Earned Leave

1. The purpose of annual/earned leave is to offer an opportunity to the employees for rest and

diversion from normal duty. The leave regulations shall be applicable to all regular

employees of the Company.

2. The grant of annual / earned leave shall be dependent upon the exigencies of service. The

discretion to grant, refuse or revoke leave of any kind is reserved to the authority

empowered to grant it.

3. The authorities, competent to grant annual/earned leave, other than ex-Pakistan leave, shall

be as follows:

(i) Managing Director Board of Directors or the authority designated by the Board as such.

(ii) Directors/Senior Managers Managing Director

(iii) Others Head of Department

4. Prior approval of annual/earned leave from sanctioning authority is required.

Annual/earned leaves should be applied for well in advance to ensure that there is no

disruption in operations of the Company.

5. An employee shall earn leave on full pay, which shall be calculated at the rate of four days

for every calendar month of the period of duty rendered and credited to the leave account

as “Leave on Full Pay”.

6. The accumulated un-availed earned leave of an employee exceeding 30 days shall be

encashed / paid by the Company at the close of each financial year. The encashment of

earned leave shall be made on the last drawn monthly basic pay of an employee plus

maximum entitlement of his/her monthly house rent allowance.

7. Leave shall be applied for, expressed and sanctioned in terms of days.

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8. Leave not due may be granted on full pay, to be off-set against leave to be earned in future

for a period to be determined by the Competent Authority. It shall be granted only when

there are reasonable chances of the employee resuming duty on the expiry of leave. Further

it shall be granted sparingly in exceptional circumstances and shall be granted only to

regular employees by the Managing Director.

Leave Without Pay (LWoP)

1. LWoP for up to 90 days may be granted for justified reasons as considered appropriate by

the Managing Director.

2. Holidays which occur within the period of LWoP will be charged as LWoP.

3. When an employee is on LWoP within a year, the total equivalent amount of annual, sick

and casual leave will be proportionately deducted for that period.

Special Leave

A female employee, on the death of her husband, may be granted special leave on full pay, for a period not exceeding one hundred and twenty days. Such leave shall commence from the date of death of her husband. For this purpose, she will have to produce death certificate issued by the appropriate authority either along with her application for special leave or if that is not possible, certificate may be furnished to the leave sanctioning authority as soon as possible, Special leave shall not be debited to her leave account.

Maternity leave

1. Female employees who have completed 12 months of creditable service with the

Company may be granted maternity leave on full pay to the extent of ninety days in all from the date of its commencement or forty-five days from the date of her confinement, whichever is earlier. Such leave shall not be debited to her leave account.

2. Female employees with less than 12 months of creditable service with theCompany,

required absence for maternity reasons will be charged to annual leave, sick leave and

leave without pay as applicable.

Maternity leave may be granted in continuation of, or in combination with, any other kind of leave as may

be due and admissible to a female employee. Such facility shall, however, be restricted to three times during

the entire service of an employee.

Leave Ex-Pakistan

1. Leave ex-Pakistan on full pay in all cases may be granted by the Managing Director.

2. Leave salary shall be drawn in rupees in Pakistan irrespective of the country where leave is spent.

3. Leave ex-Pakistan will be regulated and be subject to the same limits and conditions as

prescribed in these Rules or any other law of the government.

Sick/ Medical Leave

1. Unless otherwise specifically mentioned in these Rules sick / medical leave with full pay

may be allowed up to the maximum of 10 days in a calendar year. In cases of extended

illness/hospitalization, a Medical Committee constituted by the Managing Director may

sanction additional fully paid sick leaves over and above entitled limit of 10 days but not

exceeding 30 days in a calendar year based on reports submitted by appropriate medical

authorities.

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2. It is every employee’s responsibility to report sick leave so that appropriate charge of

sick/medical leave is made. An absence of three or more consecutive working days must

be supported by a Physician’s certificate.

3. When an employee is sick he must inform their immediate Supervisor/Manager that he/she

will be unable to come to work that particular day. It is the employee’s responsibility to

get the leave approved the day the employee returns back to work.

4. Sick/medical leave is not cumulative and shall lapse at the end of each calendar year.

Casual Leave

1. Casual leave shall be admissible for a maximum period of 10 days in a calendar year. It

can be availed anytime during the year, although prior approval of such leave must be

obtained from the leave sanctioning authorities. An employee who is employed after the

beginning of the year will receive a prorated amount of casual leave for the remainder of

the year.

2. In the event an employee has not taken prior approval for casual leave he/she must inform

his/her immediate Supervisor/Manager on the day he/she is unable to attend the office. The

leave must be approved the day the employee returns back to work.

3. Casual leave is not cumulative and shall lapse at the end of each calendar year.

4. Closed holidays including optional holidays may be prefixed or suffixed to the casual

leave. If, however, a closed or optional holiday falls between two days of leave, it shall be

counted as casual leave.

5. Casual leave Ex-Pakistan in all cases may be granted by the Managing Director.

6. A proper record of casual leave shall be maintained in the form prescribed by the

Competent Authority.

Reasons for Leave

1. It shall not be necessary to specify the reasons for which leave has been applied, except on

ground of illness, so long as that leave is due and admissible to an employee. .

2. Unless otherwise decided by the leave sanctioning authority, an application for leave in

excess of three (03) days on the grounds of illness shall be accompanied by a medical

certificate granted by the authorized medical attendant or a hospital/doctor on the panel of

the Doctors.

3. Grant of medical certificate does not, by itself, confer upon the employee concerned any

right to leave and approval from the leave sanctioning authority is required.

Admissibility of Leave

No leave shall be granted unless it is admissible. Commencement and End of Leave

Commencement and end of leave shall be as per approval from the leave sanctioning authority.

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Absence after the End of Sanctioned Leave

Unless the leave of an employee is extended by the leave sanctioning authority, an employee who

remains absent after the end of his leave shall not be entitled to any pay for the period of such

absence and disciplinary proceedings shall be initiated against him/her.

Joining of Duty Before Expiry of Leave

An employee on leave may not return to duty before expiry of the period of leave granted to

him/her, unless permitted to do so by the authority which sanctioned his/her leave.

Leave Record / Account

1. Leave account in respect of all the employees shall be maintained by the Administration

wing of the Company in the prescribed form, as part of their service record. Leave

sanctioning authority is responsible for forwarding the approved leave request to

Administration in order to maintain accurate leave records.

2. All employees are required to follow the leave plan according to the policies and in case

where prior approval was not required for a leave, it should be approved the day the

employee returns back to work.

3. Failure to submit approved leave request to the Administrative wing of the Company may

result in leave without pay.

Leave Application

1. Except where otherwise stated, an application of leave or for an extension, of leave must

be made to the leave sanctioning authority through proper channel and the extent of leave

due and admissible shall be stated in the application. 2. When an employee submits a medical certificate for grant of leave, it shall be from the

authorized medical attendant.

Employment During Leave not Permissible

An employee may not take any service or accept any employment during leave without obtaining

prior approval in writing from the Competent Authority

Leave Not Admissible During Suspension

Leave shall not be granted to an employee under suspension.

Sanction of Leave Necessary

1. No employee shall proceed on any leave unless the same has been sanctioned.

2. An employee who remains absent from duty without sanction of leave shall, in addition to

any disciplinary action which may be taken against him under these Rules will not be

entitled to any pay for the period of such absence.

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16. Joining Time

The Company shall give a reasonable time to its employees to join their respective duty stations

during their posting and transfer from one station to another from time to time.

17. Retirement Benefits

Gratuity

Unless otherwise specifically mentioned in the Letter of Appointment, all regular employees of the

Company shall be entitled to forty-five days’ basic pay as gratuity for each completed year of

service. The gratuity shall be payable at the time of employment termination resulting from

resignation, termination, retirement or in case of death during service to the next of kin, and upon

clearance from all concerned departments/authorities.

Severance Pay

At the time of retirement, or death during service, employee or his next of kin as the case may be,

shall be entitled to severance pay equal to one year of gross salary. Same shall apply in case of

winding up of the Company as per Clause 36

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CHAPTER – V

18. Retirement from Service

1. A regular employee of the Company shall retire from service on completion of the sixtieth

(60) year of his age or such other age as may be notified by the Board of Directors. The

day on which he attains that age shall be reckoned as a non-working day and the employee

shall retire with effect from and including that day.

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2. No extension beyond the prescribed age of superannuation shall be generally granted but

in case where Competent Authority feels that the services of a particular person are required

in the interest of the Company, the case will have to be referred to the Board of Directors

with full justification well in time. If approval of the Board of Directors is not received

before the person has completed his current tenure of service, he will not be granted

extension and will automatically stand retired.

19. Resignation from Service

1. Subject to these Rules an employee may resign from his post by giving thirty (30) days

prior notice in writing except an employee on probation who may resign by giving one

week’s notice. For Directors, Senior Managers and Managers, the notice requirement shall

be (60) days.

2. The Competent Authority may in its discretion accept salary in lieu of notice or an amount

equal to employee’s salary for the unexpired period of notice or adjust employee’s earned

leave if the employee wants to be relieved of his/her duties immediately as the case may

be, before the expiry of the notice period.

3. An employee shall not be relieved unless he/she settles his/her dues with the Company and

upon clearance from all concerned departments/authorities.

4. A resignation shall not be accepted if any disciplinary proceedings against the employee concerned are pending.

5. An employee may withdraw his/her resignation within 15 days from the resignation date,

if he/she has not already been relived from duty.

6. Procedure for Submitting Resignation

An employee shall submit his resignation, through his Head of Department to the Competent Authority accompanied by the following information:

(a) Whether any dues are recoverable from the employee;

(b) Whether any disciplinary proceedings are pending or are contemplated against him; and

(c) Whether the employee concerned is required to serve the Company for any

specified period in accordance with the terms and conditions of his appointment or

any bond or undertaking executed by him/her in connection with the grant of leave,

course of instructions or training or in any other connection, if so, whether that

period has expired. If it has not expired, whether any money spent on his training

etc. is recoverable from him in accordance with any Rule, policy or bond executed

by him/her.

20. Termination of Service

1. Board of Directors may decide to abolish a post or reduce the number of posts. In such a

case, concerned employees will be served employment termination notices in accordance

with the notice period requirements as per Service Rules or given pay in lieu of the

remaining notice period.

2 The Company has the right to dismiss or discharge an employee from his/her duty, if he/she

is found guilty of misconduct, breach of trust or neglect of duty, provided that the employee

has been given a reasonable opportunity of explaining and defending his/her act or

omission and a decision is taken after an inquiry conducted by the Committee constituted

by the Competent Authority.

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3. In case of total disablement the Competent Authority may constitute a Medical Board,

whose certificate of fitness for retention in service or otherwise shall be final and binding.

4. The contract of service between an employee and the company shall cease on the date of

death of the employee concerned.

5. When the services of an employee are severed, his/her salary and other dues shall be paid

to him/her, upon clearance from all concerned departments/authorities.

6. A certificate will be issued to an employee at the end of his/her service by the Company.

21. Transfer

The Competent Authority may transfer any employee from one office/station to another

office/station either permanently or on temporary basis, with due consent of the employee.

22. Training

l. The Competent Authority may from time to time, make such provisions for career planning

of employees as it may deem fit having regard to the requirements of the Company in all

spheres of its activities and may prescribe any condition as may be deemed appropriate.

2. The Company may, at any time, require an employee to undergo such a training program

within Pakistan or abroad at the expense of the Company or any other agency, as may be deemed appropriate in the interest of the Company.

3. Eligibility for Training

The following conditions shall be adhered to for making nominations for training courses within Pakistan or abroad:

(i) An employee must have successfully completed probation as per the Rules; (ii) An employee shall be less than 55 years of age at the time of filing the application;

and (iii) The training course/program shall be of direct relevance to the functions of the

Company and nature of job of the applicant. (iv) In case of nomination of more than one candidate for a particular ‘training

program’ the selection shall be made on the basis of Performance Evaluation Reports. The candidate who has attended no such program during the last three years will be preferred.

4. Competent Authority shall approve employee(s) nominated for any training. The

Managing Director may constitute a Committee to review and recommend employee(s) for

available training(s). . The recommendations of the Committee shall be submitted to the

Managing Director for approval.

5. An employee who is selected for a training course within the country or abroad at the

expense of the Company or any other agency shall be required to execute a surety bond

with one ‘Surety’ to serve in the Company for such period as the Company may prescribe

in Form-C, if required by the Competent Authority.

6. An employee who is sent for second training during the validity of the existing surety bond

shall be required to execute fresh surety bond for the second training.

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Provided that the requirement of execution of the second surety bond may be waived if the

unexpired duration of the existing surety bond exceeds the stipulated period of the second

surety bond.

7. In case an employee, who has furnished surety bond, leaves the service of the Company

for any reason before the expiry of the period prescribed in the bond, he/she shall be

required to pay to the Company expenses as under:

(i) less than 50% of the prescribed period Full expenses

(ii) 50 % or more of the prescribed period Half of the expenses

incurred on training.

23. Deputation

All appointments in the Company shall be based on merit, recommendations of the Selection and

Promotion Committees designated as per Schedule IV and in accordance with Clause 6: Methods

of Appointment. Any exception would require approval by the Board of Directors clearly stating

reasons for approving an appointment by deputation and specifying applicable terms and conditions

governing such deputation.

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CHAPTER – VI

24. Conduct

The Company is committed to promoting integrity and maintaining the highest standard of ethical

conduct in all its activities. Core values to be adhered to by all employees include integrity,

professionalism, teamwork, courtesy, fairness, transparency and responsiveness. The Company

shall formulate a more comprehensive code of conduct policy and share with all employees.

Presently, all employees shall strictly adhere to the code of conduct stated here and elsewhere in

the Rules.

No employee without any authorization by the Managing Director shall lend money to, or borrow money

from, or place himself under any pecuniary obligation to any person with whom he has any official dealing;

No employee without any authorization by the Managing Director shall communicate directly or indirectly

any official document or information to the press or to a person not authorized to receive it.

No employee shall, in any document published or in any communication made to the press, or in any public

utterance, make any statement of fact or opinion without prior permission from the Managing Director.

All employees are required to be punctual to discharge their duties prescribed by the Company. The

attendance record shall be given due consideration in the Annual Performance Report.

Participation in Political Activities

All employees of the Company shall comply with the following:

1. No employee shall indulge in any political activity during his/her employment with the

Company.

2. No employee shall express views detrimental to the ideology or integrity of Pakistan.

3. No employee shall agitate collectively or through any association or form any association

or the purpose of agitation of demand relating to employees’ remuneration, terms and

conditions of their employment.

Notwithstanding the above, all activities of the employees shall be in compliance with the

law of the land and no one shall act in any way which is likely to cause prejudice to the

Company.

4. No employee shall propagate any religious and sectarian creed or take part in such

controversies as, are likely to affect his integrity in discharge of his duties or to embarrass

the Company and its Management or to create feelings of discontent or displeasure amongst

employees.

5. No employee shall indulge in provincialism, parochialism or willful abuse of office.

6. No employee shall propagate views of political parties or bring or attempt to bring political

or outside influence, directly or indirectly, on the Company or any of its employees.

7. No employee shall approach, directly or indirectly, a foreign mission in Pakistan, a foreign

aid giving agency or a commercial organization having dealing with the Company, to

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secure for himself/herself or for his/her family invitation to visit a foreign country or to

elicit offer of training facilities abroad.

8. No employee shall engage in any trade or undertake any employment or work for

remuneration other than his/her official duties except with prior approval of the Managing

Director, as the case may be.

Discipline

1. Disciplinary action may be taken when, in the opinion of the Managing Director, an

employee is:

(a) Guilty of misconduct, i.e. conduct prejudicial to good order or service discipline

or contrary to rules of good conduct; or unbecoming of an employee of the

Company, because of:

(i) insubordination, or

(ii) repeated neglect of duty, or

(iii) habitual absence from duty without permission

(iv) divulging confidential information regarding affairs of the Company.

(v) misuse of Company’s asset/facilities

(vi) Conviction for a criminal offence under the law, or

(vii) any other action which the Competent Authority considers misconduct.

(b) Corrupt or may reasonably be considered corrupt as defined in the laws of Pakistan

(c) Convicted of being engaged in political or subversive activities, or is convicted of

being associated with others engaged in subversive activities.

Procedure of an Inquiry

In case where disciplinary action becomes necessary against an employee, the following procedure

shall be adopted:

1. The employee will be issued a charge-sheet by the Head of Administration stating therein

the date, place and the description of the alleged misconduct. The accused will be required

to give his/her explanation in writing within a reasonable time which shall be decided by

the Competent Authority or any person authorized by the Authority. If the explanation to

the charge-sheet is found unsatisfactory, an iniquity to this effect will be conducted. He/she

shall also be asked to state whether he/she would like to be heard in person or produce any

evidence in his/her defense. 2. An inquiry officer, senior in rank to the employee proceeded against, shall be appointed by

the Competent Authority to conduct the “proceedings”.

3. The inquiry officer shall enquire into the charges and may examine such oral or documentary evidence in support of the charge or in defense of the employee as may be considered necessary and the employee shall be entitled to cross-examine the witness against him/her.

4. The inquiry officer shall hear the case on day to day basis and no adjournment shall be

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given except for reasons to be recorded in writing. Every adjournment, with reasons

thereof; shall be reported forthwith to the Competent Authority. No adjournment shall be

given for more than a week.

5. If the inquiry officer is convinced that the employee proceeded against is attempting to

hamper the progress of the inquiry, he/she shall report the matter to the Competent

Authority and conduct further proceedings in accordance with the instructions received

from the Competent Authority.

6. The inquiry officer shall, within ten days of conclusion of the proceedings, or such longer

period as may be allowed by the Competent Authority, submit his findings and the grounds

thereof to the Competent Authority.

7. The Competent Authority may, if in any case deems fit, instead of appointing an inquiry

officer, may appoint an inquiry committee comprising of two or more persons and where

an inquiry committee is so appointed, reference in these Rules to an inquiry officer shall

be construed as reference to the committee.

8. No extra TA/DA other than the normal entitlement shall be payable if the inquiry is held

at a station other than the duty station.

9. No party to an inquiry shall be entitled to be represented at the inquiry by an advocate.

Penalties

If there are adequate grounds, any of the following minor or major penalties can be imposed:

1. Minor Penalties

(a) Censure/Reprimand.

(b) Withholding, up to one year pay increment.

(c) Recovery from remuneration of the whole or any part of the pecuniary loss caused

to the Company by negligence or breach of trust, order or misconduct.

2. Major Penalties

(a) Demotion to a lower post or lower grade.

(b) Removal or termination from service.

(c) Dismissal from service.

3. Show Cause Notice

Before imposing any penalty, the Competent Authority shall issue a show cause notice to

the employee based on the inquiry report specifying the maximum probable penalty and

provide him/her an opportunity to be heard in person.

Suspension

1. An employee, against whom disciplinary action is proposed to be taken, may be placed

under suspension if:

(a) there is a strong prima facie case against the delinquent; or

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(b) the charges are of such serious nature that dismissal will be probable punishment;

or

(c) during the course of disciplinary inquiry his/her retention on duty would temper or

frustrate the inquiry proceedings; or

(d) a criminal case is registered against him/her and investigation thereto is under

process.

2. An employee placed under suspension shall continue to receive his/her emoluments and

other perquisites as he/she was drawing on the date prior to his/her suspension.

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CHAPTER – VII

25. Appeals and Representation

1. Where a right to prefer an appeal or representation for review of any order relating to terms

and conditions of service is provided to an employee under these Rules such an appeal or

representation for review may, except as may otherwise be prescribed, be made within

thirty days of the date of communication to him/her of such order.

2. Where no provision for an appeal or representation exists in these Rules an employee

aggrieved by an order may, within thirty days of the communication to him/her of such

order, make an appeal or representation to the authority next above the authority, which

made the order:

26. Right to appeal or representation

1. An employee who feels aggrieved by an order of punishment may prefer a representation

in writing to the authority to review the orders, mentioning any additional grounds that

he/she may have in support of his/her defense, and such representation shall be made to the

concerned authority within 30 days of the date of order of punishment.

2. An employee, who is aggrieved by an order of punishment may prefer an appeal in writing

to the concerned authority within 30 days from the date of communication to him/her of

such order.

27. Procedure for Submission and Contents of Appeal

1. Every employee preferring an appeal should do so separately and in his/her own name.

2. The appeal shall be accompanied by a copy of the order from which it is preferred.

3. Every appeal shall contain all material statements and arguments relied upon by the

appellant and it shall contain no disrespectful or improper language. It shall be complete in

itself and end with a specific prayer.

4. Every appeal shall be submitted through the authority from whose order the appeal is

preferred with an advance copy to the appellate authority. 5. Every appeal shall be submitted within a period of 30 days of the communication of the

order appealed against. 6. The appellate authority shall consider:

(a) Whether the facts on which the order appealed against were based has been

established;

(b) Whether the facts established were sufficient grounds for taking action; and

(c) Whether the penalty is excessive, adequate, or inadequate, and after such consideration shall confirm, set aside or modify the previous order.

7. Before deciding an appeal, the appellate authority shall provide an opportunity of hearing

to the appellant.

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8. The appellate authority shall pass such order as having regard to all circumstances of the case, appears to be just and equitable; within thirty days of the receipt of appeal.

9. The authority from whose order an appeal is preferred under these Rules shall immediately

give effect to any order made by the appellate authority.

28. Order on appeal

1. The appellate authority in exercise of its powers conferred under these Rules shall pass an order on appeal as having regard to all circumstances of the case, appears to be just and equitable; within thirty days of the receipt of appeal.

29. Withholding of appeal

1. An appeal may be withheld by an authority not lower than the authority from whose order

it is preferred if:

a) it is an appeal in a case in which under these Rules no appeal lies; or

b) it does not comply with the provision of clause (1) of Procedure of Appeal; or

c) it is not preferred within 30 days after the date on which the appellant was informed

of the order appealed against and no reasonable cause is shown for the delay; or

d) it is repetition of a previous appeal and is made to the same appellate authority by

which such appeal has been decided, and no new facts or circumstances are

adduced which afford grounds for a reconsideration of the case; or

e) it is addressed to an authority to which no appeal lies under these Rules.

Provided that in every case in which an appeal is withheld the appellant shall be informed

of the fact and the reasons for it.

9. No appeal shall lie against the withholding of an appeal by a Competent Authority.

Provided that an appellate authority may call for an appeal admissible under these Rules

which has been withheld by a subordinate authority and may pass such orders thereon as it

considers fit.

30. Transmission of an appeal

Every appeal which is not withheld under these Rules shall be forwarded to the appellate authority

by the authority from whose order the appeal is preferred with an expression of opinion.

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CHAPTER – VIII

Miscellaneous

Part – I

31. Performance Evaluation Report

l. A Performance Evaluation Report (PER), on the form to be prescribed, shall be prepared

annually at the close of each calendar year for each employee holding post in any pay scale.

2. The annual PER shall be initiated on 1st of December each year and completed and

countersigned by 31st December of the same year.

3. The annual PER shall be initiated by the immediate Supervisor/Manager in-charge and

counter signed by the Head of Department. Immediate Supervisor/Manager will discuss

performance evaluation with the concerned employee and obtain employee's comments

and signature on PER prior to submission for counter signing by the Head of Department.

Head of Department may recommend changes in the PER based on his/her evaluation of

the concerned employee and based on employee's comments included in the submitted

PER, before counter signing the final version of PER.

4. After counter signature, the annual PERs of employees shall be forwarded to the Head of

Administration for further processing,. to include consolidation of PERs from all

departments, submission to the Managing Director with recommendations of

performance increments in accordance with the criteria and amount of increments

approved by the Competent Authority, and updating employee records.

5. PER of an employee shall not be written for the period during which he/she remains under

suspension or absent from duty.

6. Employee shall have the right to submit written appeal to the Managing Director if he/she

is dissatisfied with PER. Managing Director may hold an inquiry by constituting a committee comprising of Managing Director, Head of concerned Department and Head of Administration. Decision of the inquiry committee shall be final and no further appeal shall be permissible.

PER Dossier

1. The following documents shall also be placed in the PER dossier of an employee:

(a) Past PERs of employee and related documents or inquiry committee decisions;

(b) Letters of appreciation from senior departmental officers or the Company;

(c) Evaluation reports on the employee who receives any training;

(d) Orders imposing a penalty on the employee as a result of disciplinary action; and (e) Documents relating to training acquired while in Company’s service.

2. If the employee is convicted of a criminal charge and is sentenced to a fine or imprisonment

or both, a note to this effect; duly attested by the Head of Administration shall be kept in

his/her PER dossier.

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Part – II

32. Record of Service

1. Record of service of each employee shall be maintained by the Administration Department

and it may contain the following and any other information related to employee service

records:

7. Copy of the Job advertisement

8. Application for employment;

9. Curriculum vitae;

10. Copy of national identity card;

11. Copies of educational and experience certificates;

12. Appointment letter;

13. Joining report;

14. Record of training;

15. Record of leaves accrued and utilized;

16. Record of suspension and penalties imposed;

17. Annual Performance Reports;

18. Any other correspondence with an employee.

19. Medical Fitness Certificate.

2. Every event in the service of an employee shall be recorded in the service record and each

shall be properly attested by the officer responsible for maintaining the record.

3. All columns in the service record shall be legibly filled and attested. Erasures and over-

writings must be avoided, If any correction be necessary, the incorrect entry should be

corrected neatly so as not to make it illegible and the correct entry should be made above

it and properly attested.

4. An employee may be permitted to see and examine his service record in presence of the

officer maintaining the record, at any reasonable time.

Date of Birth

1. The date of birth of a new employee shall be recorded in the following manner:

(a) as recorded in the valid national identity card.

(b) the date of birth once recorded as above shall not be changed.

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Part – III

33. Transfer

The Competent Authority may transfer at any time an employee from one one office/station to another

office/station either permanently or on temporary basis, with due consent of the employee.

2. Traveling allowance (TA) may be drawn by an employee on transfer from one

office/station to another.

3. Unless it is otherwise expressly provided in these Rules an employee and his/her spouse

and dependent children/parents will be entitled to the following scale of fares for journeys

performed within and outside Pakistan on transfer:

Category of Service By Air By Rail

Category A Economy Class A/C Parlor / Sleeper

Category B Economy Class A/C Parlor / Sleeper

Category C Economy Class Lower A/C / Sleeper

Explanation 1: If an employee desires to travel by road by using his/her own car with prior

written permission of the Managing Director, mileage allowance claimed shall not exceed

the actual fare, for which the employee and his/her spouse and dependent children/parents

would otherwise be entitled to.

Explanation 2: The Spouse and dependent children/parents of an employee who dies while

in service shall be allowed travel assistance equal to the amount as prescribed in these

Rules as per entitlement of employee.

4. Unless in any case it is otherwise expressly provided in these Rules an employee will be

entitled to the following to cover transportation or shipment and packing of household

goods inclusive of personal transport allowed to him/her by the Company at the following

flat rates, or such rates as may be changed from time to time by the Competent Authority,

without production of any receipt/bills:

Category of

Service

Transportation with Packing Transfer Allowance

(payable in advance)

Category A

Employees

3 Trucks Load at the prevailing

market rates

If an employee have a family,

two months basic pay and if an

employee does not have

family, 50% of the above.

Category B

Employees


market rates


one month basic pay and if an



Category C

Officers


market rates


one month basic pay and if an



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Part - IV

34. Traveling & Living

1. Traveling Allowance

1. Traveling Allowance (TA) shall be granted to an employee to cover the expenses which

he/she incurs while traveling on official duty with the prior written approval of the

designated authority. 2. Journey on tour shall be undertaken with the prior written approval of the Competent

Authority.

2. Cost of Traveling

1. Employees in different categories shall be entitled to the following mode of traveling:

(a) Employees of Category-A: By Air (economy class) or highest class in the railway

or luxury air conditioned bus/coach or actual cost of traveling if journey is

undertaken by any other mode.

(b) Employees of Category-B: By Air (economy class) or first class sitting

accommodation in the railway or the next lower class or luxury air conditioned bus

/coach or actual cost of traveling if journey is undertaken by any other mode.

(c) Employees of Category-C: y Air (economy class) or lower A/C class in the railway

or air-conditioned bus/coach or actual cost of traveling if journey is undertaken by

any other mode.

Note 1: The use of personal vehicle by an employee for undertaking official tour

shall be restricted. However, employees will be authorized to use their own vehicle

with the prior written approval of Managing Director and entitled to receive the

cost of using private vehicle at the rate of Rs.15/- per K.M. or such rate as may be

approved by the Competent Authority from time to time.

Note 2: An employee using his/her official allocated car shall be allowed the actual

cost of fuel that is ordinarily consumed to cover the distance and taxes over and

above his monthly petrol allowance entitlement.

Note 3: If, in an emergency, an employee has to reach a particular point

immediately due to exigency of work and other means of transport are neither

available nor suitable for such traveling, he may hire a taxi subject to the prior

written permission of the designated authority and claim reimbursement of actual

taxi charges thereof.

2. The following travel expenses when actually incurred and essential for performance of duty

are authorized:

(vii) transfer, storage and checking of baggage necessary for the purpose of travel.

(viii) official telephone, mobile and internet charges and other means of communication.

(ix) commission for conversion of currency.

(x) fees in connection with issuance of visas and photographs for visas.

(xi) necessary rental/business center/internet cafe charges of computers and printers in connection with

preparation of reports, correspondences or electronic communication services in connection with official

business or correspondence with the prior written approval of the Managing Director.

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(xii) room rent for official use when necessary to transact official business with the prior approval of

designated Competent Authority.

(xiii) employee shall be entitled to reimbursement of actual hotel bills including taxes and relevant

charges provided they fall within the prescribed ceiling.

(xiv) when traveling outside the municipal limits on official tour, actual taxi charges to cover traveling

from residence/office to bus stop, railway station or airport and from bus stop, railway station or airport to

either temporary residence/office or place of duty and back to either hotel or bus stop, railway station or

airport as the case may be and vice versa; shall be admissible.

(xv) rental of vehicle shall be permissible to an employee at the temporary place of duty, if necessarily

required for the performance of duties; with the prior written approval of the Managing Director. Managing

Director shall not require such permission for use of rented vehicle for performance of official duties.

(xvi) Such other expenses not specified above but essentially incurred for the performance of official

duty of an employee and approved by the Competent Authority from time to time.

However, the following expenses are included in the per diem and cannot be paid

separately.

(a) charges for meals

(b) fee and tips to waiters, porters, baggage handlers, bellhops and hotel servant.

(c) laundry, dry cleaning and pressing.

(d) transportation from place of lodging or business to places where meals are taken.

3. Daily Allowance

1. Daily allowance (DA) is a uniform allowance for each day of absence from regular

office/station in connection with official duty; which is intended to cover the ordinary daily

expenses incurred by an employee in consequence of such absence.

2. DA shall be admissible only for the actual nights at the outstation for which DA is claimed.

If night stay is not involved but the absence from regular office/station exceeds six hours

during working hours, full DA shall be allowed.

3. DA shall also be admissible on weekly and public holidays falling during the period of

temporary duty of outstation.

4. An employee who takes leave while on tour shall not be entitled to daily allowance during

such leave.

5. DA shall be admissible at the following rates or such other rates as may be prescribed by

the Competent Authority from time to time:

Employee Status Daily Allowance

When Staying in Hotel When Not Staying in Hotel

Managing Director As admissible to MP-1 As admissible to MP-1

Directors/Senior

Managers

Rs. 3,000/- Rs. 3,500/-

Managers Rs. 2,000/- Rs. 2,500/-

Senior Officers/Officers

/Asstt. Officers

Rs. 1,500/- Rs. 2,000/-

Secretarial / Support Staff

/ Driver

Rs. 1,000/- Rs. 1,500/-

6. The accommodation for office employees while on official duty shall be arranged by the

Company at its discretion as per entitlement of an employee and the reimbursement of

accommodation shall be made on the corporate rates specified by the hotel management

for Company’s employees and its guests.

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7. An employee may stay in the Government’s or public sector corporation’s rest houses and

hotels / motels and he/she may claim actual room rent charges subject to a maximum of

three times the amount of DA or such other ceiling as may be prescribed by the Competent

Authority from time to time, on production of proper receipts. Taxes and duties etc.

proportionate to entitlement shall be reimbursed in addition to hotel charges. However,

only Managing Directors, Directors, Senior Managers & Managers referred to as Category

A employees are allowed to stay in four/five star hotels like Pearl Continental, Avari,

Sheraton, Marriott. The reimbursement for hotel accommodation shall be made on the

corporate rates specified or agreed by the hotel management with the Company. The claim

for actual hotel expenses incurred by the employee shall be admissible only if supported

with hotel bills and receipts to be submitted along-with TA/DA bill.

4. International Travel

The Managing Director will be entitled to same daily/ travel allowance, facilities and incidentals

as authorized to Government employee of Category–I. The Director and other officers shall be

entitled to the same per diem allowances, facilities and incidentals as are available to Government

employee of Category II & III respectively.

5. Other Journeys

An employee who is summoned in his/her official capacity by a court of law or any other authority

in Pakistan shall be entitled to traveling allowance as on tour.

6. Travel Advance

An advance of 80% for inland traveling and 100% advance in case of international traveling of the

total planned daily / travel allowance will be provided to any traveler prior to the commencement

of trip. The employee will be reimbursed for the actual lodging cost incurred up to his applicable

maximum allowed ceiling. Hotel receipts are required to claim reimbursement and in the absence

of hotel receipts while on international travelling, he/she will be entitled to maximum 50% of such

allowances. Taxi cab reimbursement shall be supported with a proper receipt. In cases, where a

receipt cannot be obtained, a certified statement signed by the employee on the prescribed form

would be required certifying the expense.

7. Delays and Interruptions En-route

Daily/travel allowance is allowed when interruptions occur on an official trip because of

circumstances beyond the control of the traveler.

8. Illness or Injury

Whenever a traveler takes a leave of absence of any kind because of illness or injury, daily

allowance is admissible for a period not to exceed 5 calendar days in his/her period of absence,

upon submission of certificate from appropriate medical authorit

9. Canceled Reservations

Cancellation charges of seats and room shall be reimbursed provided that it is certified that the

cancellation was unavoidable and in the interest of the Company and the booking was cancelled at

the earliest opportunity.

10. Clearing of Travel Accounts

Advance should be accounted for soon after the completion of tours but in any case within a week

from the date of the completion of tour. The balance if any should be refunded with submission of

the bill. If accounts are not cleared within a week, the Administrative and Account Officers should

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recover the amount of advance from the salary next due to the employee without requiring any

permission of Competent Authority.

11. Employees Recalled to Duty

When an employee is compulsorily recalled to duty before expiry of leave being spent in Pakistan,

he shall be entitled to draw a single return fare plus daily allowance as admissible on tour from the

station where he is spending his leave to the station to which he is ordered to report for duty. In

case he is recalled to duty and his remaining leave is cancelled, then the fare admissible shall be

for one way journey only.

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Part- V

35. Advances & Loans 1. Types of Advances

The following types of loans and advances may be granted by the Competent Authority to an employee up to such an extent and on such terms and conditions as provided in these Rules. The advances / loan cannot be claimed as a matter of right. It shall be made available to the employees as per approved policy and financial resources of the Company.

(v) Advances against salary

(vi) Loans against Gratuity

2. Recovery Method

The advance/loan shall be recovered from the employee by deductions from his/her monthly salary in such numbers of equal monthly installments as prescribed, from time to time, by the Competent Authority.

3. Recovery in case of Termination

In case of resignation or dismissal of an employee, the amount outstanding against him/her shall be recovered in lump sum before final dues are settled and clearance given by concerned departments/authorities or through the court of law as the case may be.

4. Advance against Salary

The advance against salary will be generally discouraged but in suitable/deserving cases the Competent Authority may sanction it. Payment of advance against salary to regular employees proceeding on earned leave shall also be permissible.

5. Loan against Gratuity

Loan against gratuity shall be given on terms and conditions prescribed by the Competent Authority from time to time.

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Part – VI

36. Winding up of the Company

In the event of winding up of the Company under the provisions of the Companies Ordinance 1984,

the regular employees of the Company, in service on the date of service termination, shall be paid

severance compensation as per clause 17.

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APPENDIX-A

The following shall be the Categories of Service in the Company: -

Category A

Management

Managing Director

Director

Senior Manager

Manager

Category B

Officers

2. Senior Officer/Senior Coordinator/Senior Administrator/Assistant Manager

3. Officer/Coordinator/Administrator

4. Assistant Officer/Assistant Coordinator

5. Executive Secretary/Personal Secretary

Category C

Assistants, Clerical and Support Staff

1. Assistant

2. Receptionist/Telephone Operator

3. R & I Clerk

4. Dispatch Rider

5. Driver

6. Naib Qasid

7. Security Guard

8. Sweeper / Cleaner

Note 1: The above categories of service shall be subject to change as may be decided by

the Competent Authority, from time to time, depending upon the operational

requirements.

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APPENDIX - B

PAY SCALES AND ALL ALLOWANCES OF REGULAR EMPLOYEES OF PAKISTAN SOFTWARE EXPORT BOARD (GUARANTEE) LIMITED

SI No. PSEB

GRADE

DESIGNATION SALARY

Executive &

Officers Staff:

1 MP-1 Managing Director As admissible to MP-1

2 M-3 Director Rs.380,000-12000-500,000

3 M-2 Senior Manager Rs.280,000-11000-390,000

4 M-1 Manager Rs.250,000-10000-350,000

5 O-3 Senior Officer / Senior

Coordinator/Senior

Administrator/Assistant Manager

Rs.150,000-8000-230,000

6 O-2 Officer /

Coordinator/Administrator/

Executive Secretary

Rs.130,000-6000-190,000

7 O-1 Assistant Officer/ Assistant

Coordinator

Rs.100,000-5000-150,000

Clerical and

Support Staff:

1 S-4 Assistant/ Receptionist / Telephone

Operator

Rs.50,000-4000-90,000

2 S-3 Dispatch Rider / R&I Clerk / Filling

Clerk/ Driver

Rs.40,000-4000-80,000

3 S-2 Naib Qasid / Security

Guard/Attendant

Rs.30,000-3000-60,000

4 S-1 Sweeper/Cleaner Rs.20,000-2500-45,000

Allowances are included in the above mentioned salaries. The breakup is as under:

Salary Break-up

A uniform salary break-up, as given below, is proposed

Gross Salary Break-up Percentage of Gross Salary(%)

Basic Salary 60%

House Rent 25%

Utilities (excluding phone) 15%

Salary Calculations:

Standard salaries are based on a pay period of one calendar month. Deductions may be made for income

taxes, salary advances, leaves without pay and other applicable deductions.

Additional payments may be made for overtime, medical benefit payments or bonuses if and when

applicable.

Conversion into New Pay scales.

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The following rules are proposed for conversion of existing pay scales into new pay scales.

The number of steps beyond minimum step will be directly proportionate to the number of years

of additional experience.

Employees having minimum experience required for their respective positions will be placed on

minimum of the corresponding new scales.

Employees who have additional experience more than the required minimum experience will be

awarded one step each for one year of additional experience.

The mid-point is the ceiling for every position and none of the employee can be awarded steps

beyond the midpoint.

The experience documented at the time of recruitment and was considered for shortlisting and final

selection, will be referred only for the purpose of calculating the total years of prior experience. In

those cases where record is not available or there is ambiguity, the case will be referred to HR

committee for the resolution.

In case of supporting staff ;Skilled and Non-Skilled, their service length within KPITB will be

considered only for conversion purpose.

Placement of New Hiring on New Pay scales.

Employees hired in future will be placed in new pay scales according to the same rules as defined

above.

Effective Date.

Effective date of the new pay scale is proposed to be ____________________________

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Schedule I

METHOD OF APPOINTMENT

The method of Appointment to the Posts shall be as under

SI

No.

Designation and BPS/Grade of the Post By Promotion (%) By Initial appointment

(1) (2) (3) (4)

1

Managing Director

MP-1

As decided by the Selection Committee composed as

per Schedule IV

2

Director

PSEB Grade M-3

As decided by the Selection/Promotion Committee

composed as per Schedule IV

3

Senior Manager

PSEB Grade M-2


composed as per Schedule IV

4

Manager

PSEB Grade M-1


composed as per Schedule IV and approved by the

Managing Director

5

Senior Officer/Senior Coordinator/Senior

Administrator/Assistant Manager/

Executive Secretary

PSEB Grade O-3



Managing Director

6

Officer/Coordinator/Administrator/

PSEB Grade O-2



Managing Director

7

Assistant Officer/ Assistant Coordinator

PSEB Grade O-1



Managing Director

8

Assistant/ Receptionist / Telephone

Operator

PSEB Grade S-4



Managing Director

9

Dispatch Rider / R&I Clerk / Filling

Clerk/ Driver

PSEB Grade S-3



Managing Director

10

Naib Qasid / Security Guard/Attendant

PSEB Grade S-2



Managing Director

11

Sweeper/Cleaner

PSEB Grade S-1



Managing Director

Explanatory Note: In event of a vacancy, preference will be given to promotion. However, due to non-

availability of suitable candidate for the post within the Company as decided by

the Promotion Committee and approved by the Managing Director, the position to

be publicly advertised and selection of suitable candidate for initial appointment

to be carried out as per defined service rules.

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Schedule II

CONDITIONS FOR PROMOTION

Employees holding the posts in column 3 below shall be eligible for consideration against promotion to any

vacant posts in column 2, provided they meet the conditions for eligibility and requirements listed in

Schedule III. Promotion Committee constituted as per Schedule IV shall review suitability of eligible

personnel and decide on such promotion case(s) in accordance with Clause 8 (para 4) in Chapter III,

requiring final approval from the Managing Director.

SI

No.

Designation and Basic Pay Scale/Grade of

the Post

Eligible Employee Holding

the Post

Conditions for

eligibility

(1) (2) (3) (4)

1

Director

PSEB Grade M-3

Senior Manager/Manager

As per criteria and

conditions laid down

for promotion in

Chapter III Clause 8.

2

Senior Manager

PSEB Grade M-2

Manager

3

Manager

PSEB Grade M-1

Officer /

Coordinator/Administrator/

Assistant Manager

4

Senior Officer / Senior Coordinator/ Senior

Administrator/Assistant Manager/ Executive

Secretary

PSEB Grade O-2

Officer/Coordinator/

Administrator

5

Officer/Coordinator/ Administrator/

PSEB Grade O-2

Assistant Officer/ Assistant

Coordinator

6

Assistant Officer/ Assistant Coordinator

PSEB Grade O-1

Assistant/ Receptionist /

Telephone Operator

7

Assistant/ Receptionist / Telephone Operator

PSEB Grade S-4

Dispatch Rider / R&I Clerk /

Filling Clerk/ Driver

8

Dispatch Rider / R&I Clerk / Filling Clerk/

Driver

PSEB Grade S-3

Naib Qasid / Security

Guard/Attendant

9

Naib Qasid / Security Guard/ Attendant

PSEB Grade S-2

Sweeper/Cleaner

10

Sweeper/Cleaner

PSEB Grade S-1

-

of 100

Schedule III

QUALIFICATION, EXPERIENCE AND AGE LIMITS FOR INITIAL APPOINTMENT

CATEGORY A

SI

No.

Designation &

BPS/Grade of

the post

Qualification

(from recognized University/

Institute)

Relevant

Experience

Minimu

m Age

Limit

Maximum

Age Limit

(1) (2) (3) (4) (5) (6)

1 Managing

Director

MP-1 Scale

Decided by the Appointing

Authority. Minimum Masters in

Computer Science/ Software

Engineering/Business

Administration is desirable

Decided by

the

Appointing

Authority.

Minimum

15 Years

preferred

Decided

by the

Appointi

ng

Authority

Decided

by the

Appointin

g

Authority

2 Director

International

Marketing

PSEB Grade

M-3

Masters Degree in

Marketing/Business

Administration/Computer Science

or equivalent

10 years 35 years

50 years

3 Director

Infrastructure

PSEB Grade

M-3

Masters Degree in

Engineering/Engineering

Management/Business

Administration/ or equivalent

10 years 35 years 50 years

4 Director

Projects

PSEB Grade

M-3

Masters Degree in Engineering

Management/Project

Management/Computer Sciences/

Business Administration or

equivalent

10 years 35 Years 50 Years

5 Director

Finance/

Secretary

PSEB

PSEB Grade

M-3

Masters in Accounting/Finance/

Commerce or equivalent and

Member of the Recognized

Professional Accounting Body of

Pakistan or Abroad

(ACA/APA/ACMA or

equivalent). CA/CPA preferred.

10 years

35 Years 50 Years

6 Director

Operations and

Administration

PSEB Grade

M-3

Masters Degree in Business

Administration/Public

Administration/ HR

Management/Computer Science

or equivalent

10 years 35 years

50 years

7 Senior

Manager

Projects

PSEB Grade

M-2

Masters Degree in Engineering

Management/Project

Management/ Computer

Science/Business Administration

or equivalent


8 Regional

Manager

PSEB Grade

M-1

Masters Degree in

Marketing/Business


or equivalent


of 100

9 Manager

Domestic

PSEB Grade

M-1

Masters Degree in

Marketing/Business


or equivalent


10 Manager

Administration

& HR

PSEB Grade

M-1

Masters Degree in Business


Administration/ Human Resource

Management or equivalent


11 Manager

Finance &

Accounts

PSEB Grade

M-1

Masters Degree in Accounting/

Finance/Commerce or equivalent.

Part qualified

ACCA/ACA/ACMA/APA/CPA/

CIMA/CFA or equivalent


12 Manager

International

Marketing

PSEB Grade

M-1

Masters Degree in

Marketing/Business


or equivalent


13 Manager

Infrastructure

PSEB Grade

M-1

Masters Degree in

Engineering/Engineering

Management/Business

Administration or equivalent


CATEGORY B

SI

No.

Designation and

BPS/Grade of the

post

Qualification

(from recognized

University/ Institute)

Relevant

Experience

Minimum

Age Limit

Maximum

Age Limit

(1) (2) (3) (4) (5) (6)

1 International

Marketing

Officer

PSEB Grade O-2

Bachelors/Masters

Degree in

Marketing/Business

Administration/Compute

r Science or equivalent


2 Domestic

Business Officer

PSEB Grade O-2

Bachelors/Masters

Degree in

Marketing/Business

Administration/Compute

r Science or equivalent


3 LAN/Systems

Administrator

PSEB Grade O-2

Bachelors/Masters

Degree in IT/Computer

Science or equivalent

2 years

25 years 40 years

4 Accounts Officer

PSEB Grade O-2

Bachelors/Masters

Degree in

Accounting/Finance/

Commerce or

equivalent. Part

qualified

ACCA/ACA/ACMA/AP

A/CPA/ /CIMA/CFA or

equivalent

2 years

25 years 40 years

of 100

5 Administration

Officer

PSEB Grade O-2

Bachelors/Masters

Degree in Business

Administration/ Public

Administration/ or

equivalent

2 years

25 years 40 years

6 HR Officer

PSEB Grade O-2

Bachelors/Masters

Degree in Business


Administration/Human

Resource Management

or equivalent

2 years

25 years 40 years

6 Executive /

Personal

Secretary to MD

PSEB Grade O-2

Bachelors/Masters

Degree in Business


Administration or

equivalent

3 years

25 years 40 years

7 Assistant Officer

Administration

PSEB Grade O-1

Bachelors/Masters

Degree in Business


Administration or

equivalent

1 year

22 years

35 years

8 Assistant Officer

Domestic

Business PSEB

Grade O-1

Bachelors/Master’s

Degree in Marketing/

Business Administration

or equivalent

1 year

22 years

35 years

9 Assistant Officer

International

Marketing

PSEB Grade O-1

Bachelors/Masters

Degree in Marketing/

Business Administration

or equivalent

1 year

22 years

35 years

10 Assistant

Accounts Officer

PSEB Grade O-1

Bachelors/Masters

Degree in

Accounting/Finance/

Commerce

or equivalent

1 year

22 years

35 years

CATEGORY C

SI

No.

Designation &

BPS/Grade of

the post

Qualification

(from recognized

University/ Institute,

where applicable)

Relevant

Experience

Minimum

Age

Limit

Maximum

Age Limit

(1) (2) (3) (4) (5) (6)

1 Administration

Assistant

PSEB Grade

S-4

Bachelors Degree

OR

Intermediate

1 year

3 years

20 years

35 years

2 Accounts

Assistant

PSEB Grade

S-4

Bachelors in

Accounting/Finance/Com

merce or equivalent

OR

I.Com / Intermediate

1 year

3 years

20 years

35 years

of 100

3 Receptionist

cum Telephone

Operator

PSEB Grade

S-4

Bachelors Degree

OR

Intermediate

1 year

3 years

20 years

35 years

4 Dispatch Rider

PSEB Grade

S-3

Matriculation

OR

Middle Pass

1 year

3 years

20 years

35 years

5 Driver

PSEB Grade

S-2

Matriculation

OR

Middle Pass

3 years

5 years

20 years

50 years

6 Naib Qasid

PSEB Grade

S-2

Middle Pass

OR

Primary Pass

1 year

3 years

18 years

35 years

7 Sweeper /

Cleaner

PSEB Grade

S-1

Literate

1 year

18 years

35 years

Note 1: Recognized University/Institute means a university or institute recognized by

the Higher Education Commission of Pakistan (HEC).

Note 2: The above posts shall be subject to change as may be decided by the Competent

Authority, from time to time, depending upon the operational requirements.

of 100

Schedule IV

SELECTION AND PROMOTION COMMITTEES

SI No. Posts Composition of the Selection and Promotion

Committees

(1) (2) (3)

1 Managing Director Board of Directors or a Committee constituted by the

Board of Directors and in accordance with rules

applicable for MP-1 post.

2 Director (and Senior Manager when

related Director post is vacant or non-

existent)

A Committee constituted by the Managing Director

comprising of Managing Director as Chairman, Head

of Administration, minimum one other member from

the Board of Directors and minimum one representative

from the Ministry of IT.

3 All Posts except the posts mentioned in

Serial Nos. 1 and 2 above

1. Managing Director and/or Head of Administration as

Chairman.

2. Director of the concerned department.

3. Any other member(s) of the Committee designated

by the Managing Director.

of 100

FORM “A”

DECLARATION

I,------------------------------------------------ S/o,D/o------------------------------------------ CNIC No----

----------------------- Resident of --------------------------------------------------------------------------------

-------- do hereby solemnly affirm and declare as under:

1. That I was / have been appointed as----------------------------------------------on -------------

------------- in pay scale ---------------- in Pakistan Software Export Board (Guarantee)

Limited.

2. That I have not been convicted under any criminal law including any fiscal laws of the

country.

3. That all the documents, testimonials and information provided by me to the Company,

before and at the time of my appointment, are genuine, correct and free from errors etc.

4. I understand and agree that in case, any of the above mentioned information or

documents, is proven to be incorrect, false, fake, forged or misleading, my service shall

be liable to immediate termination by the Company, without any notice,

Dated -------------------- Signature-------------------

Name -----------------------

FORM “B”

of 100

CHARACTER CERTIFICATE

Certified that to the best of my knowledge and belief Mr./Ms. ----------------------------

----------------------------------S/o, D/o Mr. ------------------------------------------- having CNIC No. -

----------------------------------, Permanent resident of ---------------------------- -------------------------

-------------------------------------------------------------- now residing at -----------------------------------

------------------------------------------------- for the last ---------years -------- months, bears a

reputable character and has no antecedents which render him unsuitable for employment at

Pakistan Software Export Board.

2. Mr./Ms. ----------------------------------------------- is not related to me but is closely known

to me.

____________________

Signature & Designation

Place: ________________________

Date: _________________________

of 100

FORM “C”

SURETY BOND

I, Mr/Ms.---------------------------------------S/o, D/o---------------------------------,

(Designation)-----------------------------------------, in the Pakistan Software Export Board

(Guarantee) Limited (hereinafter called the Trainee) and

Mr.-------------------------------------------------------- S/o--------------------------------- resident

of ---------------------------------------------------------------------------------------------------------

------------------------------------------- (hereinafter called the surety) understand that the

party-1 has been selected by the Company for Degree or Diploma or Training Program in

the field of ---------------------- in (Location) ------------------------- for a period of -----------

-------- from -------------------- to -------------------------- on the condition that after

successful completion of the Degree or Diploma or Training Program, he/she shall serve

the Company for a minimum period of ------------ years and in case of his/her failure to do

so, we both the parties i.e. the Trainee and the Surety are held and firmly bound to the

Pakistan Software Export Board for all moneys, charges, cost and expenses as may be

determined by the PSEB, as having been incurred on or in respect of the Degree or Diploma

or Training program and payment of this amount without any question. We hereby bind

ourselves and each of our heirs, executors and administrators jointly and severally for this

purpose.

Trainee Name

______________________________

Designation

______________________________

Witnesses: Surety Name _____________________

1. ________________

Surety

Residential

Address_______________________________

2. __________________

CNIC #_____________________

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