Staff Manual

PNG NGO Generic Staff Manual

The information contained in this manual is designedto ensure that all new staff joining this organization understands the aims of the association and also theway in which you as an employee fit into our work. This manual also outlines the general terms and conditions of your employment unless these are covered by a separate agreement e.g. a posting agreement with a volunteer organisation.

Table of Contents:

Introduction

Responsibilities and Liabilities

Other Terms & Conditions


PNG GENERIC STAFF MANUAL
Below is a listing of some of the possible sub-headings to use when developing staff policies for Non-Governmental organizations in Papua New Guinea. Reference may be made to the organization's constitution to assist with the development of the first two sections:

Introduction

Methodology/ Philosophy
Guiding principles in bullet point form Definition of Non Governmental Organizations/ Not for Profit. The PNG government requires that all associations register with the following clause in its constitution:
"The Association will apply its profits (if any) or other income in promoting its objectives. The Association will prohibit the payment of any dividendor payment in the nature of a dividend to its members"

Funding and Partners
This organization thanks the following organizations and individuals for providing project funding to carry out its' work:

Who, When, Why, Where, and How members of the communities are serviced Confidentiality. All external and internal organizational matters are confidential Staff should seek the Managers' or Directors' approval before sharing any internal information with a client or other NGO's Confidential material covers but is not limited to:

Structure
Inform staff of the structure of the organization and the reporting lines through an organizational chart
Staff Division of Responsibilities:
The principle of teamwork is an important aspect of this organization and all staff are expected to contribute, as appropriate, to programmes, projects, and activities that call for their skills and expertise. All positions will have a written position description and/ or Duty Statement on file before recruitment and hiring of a new staff. All Duty Statements and/ or positions descriptions must be endorsed by the Manager and/ or Board of Directors prior to their public circulation. This Duty Statement must be presented to any position respondents and used by them in their applications. The position description is included as an appendix to all employment contracts signed by the appropriate line manager on behalf of the organization and the employee. This Duty Statement is kept in the Staff File and will be referred to in staff appraisals, complaints, and disagreements. The Director/ President/ Manager must approve all new appointments. The Duty Statement/ position description may be altered depending on the needs of the organization andonly with the approval of the staff member effected,the Manager, and the Board of Directors.


Responsibilities and Liabilities

Board Responsibilities and Liabilities
The Board of Directors is a decision-making body. The Board of Directors is the Committee of Management of the Association also referred to as the Executive Committee. The Board:

Responsibilities to Clients
This organization has allocated one day a week (e.g.Mondays) as the day for general client meetings. The Administrative Officer keeps an appointment book for meetings. All staff should arrange with her/ him for any appointments they wish to make. The agenda must be drafted and circulated before the meeting. Minutes must be taken at each meeting clearly specifying accountabilities and agreed deadlines.

Legislation
Legal Status of the Incorporation
Precedence and the Law
PNG Employment Act/ Labour Law
General Employment Award
Other Terms of Employment Contract

Legal Status of the Incorporation
This organization is an incorporated association as provided for under the "Papua New Guinea Association Incorporation Act"
This act provides a vehicle for NGOs to become registered as non-profit making bodies and at the same time it allows the PNG Government the opportunity to review and monitor NGOs.
Under the constitution, an executive committee (also known as the Board) manages the association

Precedence and the Law
Precedence is a legal term used to describe the priority, preference or superiority of one set of information, rulings and judgements over another.
This is because many issues, including employment, are governed by more than one set of laws or rules.The order of precedence when judgements are sought over employment disputes is as follows:

1. Contract of Employment between Employer and Employee
This is the basic document setting out terms and conditions for the purchase of skills and labour from an individual (the employee). It has precedence over Common Rule and the Employment Act, but only if it is equal to, or above the minimum standards set by Common Rule and the Employment Act.

2. Common Rule or Common Law
Where a Common Rule or Common Law exists for a said place of employment, for example, Port Moresby or Goroka, this Common Rule/ Common Law has precedence over the Employment Act. Where the Common Rule does not make provision for an issue, the ruling reverts to the provisions of the Employment Act.

3. Papua New Guinea Employment Act
The Papua New Guinea Employment Act is the fall-back legislation governing the employment of individuals in Papua New Guinea. It provides universal obligations of employer and employee, and ensures that each is protected under law.

PNG Employment Act/ Labour Law
The policies in this document have been formulated with reference to the Papua New Guinea Employment Act section 1 to 96 which constitute the Labour Law of Papua New Guinea.

General Employment Award
The terms and conditions outlined in this manual will be continually up-dated as this organization grows and new issues need to be addressed. However, the basisof the terms and conditions are the Goroka General Employment Award (Common Rule) which have been put together by the Employer's Federation of Papua New Guinea and the Papua New Guinea Trade Union Congress. This organization has, under the PNG Labour Act applied the award to its employees.

Other Terms of Employment Contract
Please make sure that you read all the information in this manual carefully, and if you are not clear on any matter please discuss this with the directors.

Representatives
Staff members shall, at all times, strive to conduct themselves in a manner appropriate for the staff of a NGO and in a manner consistent with our organization's philosophy Staff members shall show respect, honesty and integrity for clients', partners', and fellow staff members' skills, abilities, potential, beliefs, and culture Staff members shall show respect for women and their right to participate equally with men in the development of the community, province, and country Staff members shall strive to take a national perspective and avoid discriminating against other groups within PNG based on culture or region Staff members shall strive to demonstrate professional and political independence and should not subject themselves to pressures that conflict with our organization's objectives, philosophy, and delivery of programmes
Discipline
Confidentiality
All external and internal organizational matters are confidentiality
Staff should seek Directors approval before sharing any internal information with a client or other NGOs Confidential material covers but is not limited to:

Official Information and Intellectual Property
All information associated with our organization's projects remains the property of the organization and/ or our contracted project partners Information must not be removed from the office without the prior permission of the relevant supervisor All materials and information produced by staff members whilst in the employ of the organization remains the intellectual property of the organization and is not the personal or professional property of the individual Staff members must not directly or indirectly use any organizational information or information gathered whilst in employ of the organization for the purpose of advancing private or personal interests Staff members failing to observe official information and intellectual property rules will be warned, suspended, and/ or terminated Violence, harassment, abuse, fraud, and dishonesty Employees shall at all times conduct themselves in a professional and business mannerVulgarity, verbal, physical, and/ or sexual abuse, physical or sexual assault or general harassment and fraud or dishonesty be tolerated within the organizationActs or actions amounting to any of these behaviorswill result in immediate suspension and or termination

Work Restrictions
During the period of employment with this organization each employee will be expected to adhere to the following:
Observe the aims and objectives of this organization which are those of a non party-political, non-sectarian organization which is primarily concerned to assist the communities and undertake not to engage in any political, religious proselytising or similar activity Nor to undertake any actions which may bring this organization or its officers into disrepute. Employment is based on the understanding that the employee is employed with this organization only. Written approval must be sought from the Manager or the Board of Directors prior to staff planning or commencing any other employment or private business and income generating activities whilst employed by this organization. This also applies to political activity, including running for election Outside Employment and Other Activities Employment is based on the understanding that the employee is employed by this organization only Written approval must be sought from the manager prior to staff planning or commencing any other employment, private business and income generating activitieswhile employed by this organization To avoid actual or the appearance of conflict of interest any staff member who engages in any paid activity in the field directly related to this organizations work must have prior approval from the manager This includes consultations, speeches, project proposals, teaching, conferences, and related work performed by employees in their own time Possible areas of conflict of interest may include:

Personal Appearance Staff members shall respect the dress codes of co-workers, partners, and clients while at the office or attending meetings off office premises During working hours or as representatives of our organization staff should be clean and neatly dressed Organizational dress code is business casual which is non-formal but tidy.


Other Terms & Conditions

Accrued Benefits
Accrued benefits are a calculation of accrued legal or contractual benefits. The organization will calculate final entitlements for employees leaving the organization under circumstances, which have not cancelled their entitlement. Such entitlements may include pro-rata calculations of long service leave if eligible, and repatriation payment if eligible under contract. Accrued benefits will be paid to the employee subject to the cancellation of all debt owed to the organization and upon the terms and conditions stipulated in the termination notice. Per Common Rule and the Employment Act final entitlements are lost by a staff member who is dismissed without notice, resigns without providing the organization with adequate written notice as stipulated in their contract, and absconds from the workplace.

Annual Leave
Employees shall be entitled to three (3) weeks leave on full pay per annum upon the completion of twelve months continuous service with the same employer Pro-rated entitlements shall apply after three (3) months continuous service with the same employer. Public holidays falling within a period of leave shall not be counted as part of such leave. Where an employer proceeds on annual leave he shall be paid all monies due to him at the commencement of his leave

Appeals
An appeal is a staff member's request for review of the decisions and actions which are the direct result of a grievance.

Appointment
When an individual is appointed, she/ he will receive a letter of appointment stating the terms of employment and the salary offered. The appointee must respond in writing with his/ her acceptance of the position, and indicate agreement with the terms and salary. An employment contract is the official document used to certify that a person will be employed by this organization. The contract will contain important information such as starting date, contract amount, and summary of the employee's benefits. Each person appointed must be given a contract and must accept the agreed terms and conditions stated therein, in writing. No employee can commence work with this organization without this signed document. Each contract is an agreement stating the specific activities to be undertaken, rate of renumeration, and time period of the contract. This agreement must be signed by the relevant line manager, appointed executive board member, and the employee.

Approval of Directors
All external and internal organizational matters are confidential Staff should seek Directors approval before sharing any internal information with a client or other NGOs If staff are unsure about confidentiality in any matter, staff should raise their issues and concerns with the appropriate line manager or executive board manager

Banking
The organization's administrative assistant is available to make deposits and withdrawals for staff members. The officer does not go to the bank everyday. If you require banking to be done please make appropriate arrangements with the officer

Basic Grievance Procedure
In the event of a dispute arising, the employees' representative shall notify his immediate supervisor of the circumstances surrounding the dispute. Where a dispute is notified in accordance with sub-clause a of this clause, management must be informed forthwith who, if unable to settle the matter may refer it to either

-The Employers' Federation of Papua New Guinea or
-The appropriate Union
-The Department of Labour, Commerce and Industry

In the event of any dispute on any matter arising out of this agreement or concerning the work of employees covered by this Agreement, work shall continue as normal, subject to the provisions of the Industrial Relations Act 1962. It is clearly understood by the parties that no negotiation shall be entered into should a stoppage of work occur in respect of the grievance and further service of the employee taking part in an unauthorized or illegal stoppage during negotiations shall be deemed to be broken.

Basic Grievance Process

Board Responsibilities

Breaks / Lunch

Buai (Betel Nut), Drugs, and Alcohol
The chewing of buai/ betel nut and/ or the consumption of drugs and alcohol is not permitted in the offices, in organization's vehicles, or on the organization's grounds The use of intoxicating substances during business hours is not permitted

Business Travel
When staff travel on business, transportation by vehicle, boat, or plane will be paid for, but not personal excess baggage beyond the allowance determined by the carrier, except for special circumstances when the excess baggage is for official items. Travel will always be by the most economical form and route, without compromising personal safety, and must be approved by the relevant line manager beforehand. When staff have the opportunity to travel for work, his or her first purpose is the performance of dutiesassociated and expected of that travel, not personal business or agendas such as marketing or tourist activities. Failure to observe this practice will result in the suspension of this component of the employee's work and/ or suspension and/ or termination. Staff away from the office for a workshop or meeting should ensure that whenever possible they furnish the organization with a contact phone/ fax number Management of Expenses/ Travel Arrangements.

Compassionate Leave
Per the Common Rule Award or the Employment Act, an employee shall be entitled to up to 14 (fourteen) days compassionate leave without pay each year. This provision shall only apply on the death of a true father, mother, sibling, wife or child, and does not in any way include clan relationship. The employee shall prove to the satisfaction of the relevant Line Manager that a true relationship death has occurred

Complaints
A complaint is made in writing about a perceived problem and is directed to the immediate supervisor If the complaint is about the immediate supervisor than the complaint is taken to the appropriate next level above

Computer / Fax / Telephone / Email/ Internet
Use of the fax, telephone, computer, email, and Internet is available to staff for work related matters. Staff wishing to use the fax, telephone, computer, email, and Internet for personal use should contact their manager for approval and costs. Staff may use office equipment for non-work-related business during lunch hours

Computer Virus Policy
All staff will be required to read (and sign off) the organizations Computer Virus Policy. This document will inform staff of the implementation of work practices regarding computer viruses. Computer viruses by definition are often malicious software programs created to destroy or damage information. Viruses can affect a single computer, or in the case of our organization, affect the whole network. With this in mind we have adopted a policy that include all computer, floppy disks, ZIP disks, CD-ROM's, laptop computers and any other storage media.

Confidentiality
All external and internal organizational matters are confidential Staff should seek Directors approval before sharing any internal information with a client or other NGO's confidential material covers but is not limited to:

-Any staff related issues
-Project Proposals
-Contracts and MOU's
-Accounting Information
-Client information or lists detailing organizational client contacts

Discipline

Duties Statements

Emergency Contacts

Employee Termination
After completion of 3 months continuous service with the same employer, should employment be terminated 7 days notice on either side shall be given Employer Termination. An employer is entitled to pay to an employee one week's wages in lieu of notice.Termination will result from gross misbehavior on the job, refusal to do work reasonably expected,drunkenness, harassment of other staff, or wrongful use or taking of organizational property, or any illegal activity whatsoever. Termination is immediate with no notice, and loss of all benefits. Nothing in this clause shall affect the right an employer may have to dismiss an employee without notice for conduct incompatible with the due and faithful discharge of that employee's duty to his employer. In the event of a dispute as to the right of dismissal without notice, either party may refer the matter to the Secretary for Labour, Commerce, and Industry or his delegate for decision. In the event of dismissal without notice and where one week's wages in lieu of notice is not paid, the employer will notify the employee in writing of this decision In agreement with the Employment Act, the following offenses can result in immediate dismissal without notice: Assault, gross insubordination, fighting at work, conviction of a criminal offense, sexual harassment, theft of private or company property, physically threatening behaviours and language, being drunk or under the influence of cannabis or other drugs whilst at work or whilst driving organization owned vehicles, being absent from the workstation without approval of the relevant line manager for 5 or more working days

Employment Eligibility and Requirements
In order to qualify for employment with this organization an individual must be at least 18 years of age, be a citizen of Papua New Guinea or a legal resident of Papua New Guinea and meet the minimum qualifications for the position sought

Equal Employment Opportunities
This organization aims to ensure that all employees, applicants (and potential applicants) for employment and volunteers are treated according to their skills, qualifications, abilities, aptitudes, and attitudes without negative regard to factors such as gender, marital status, disability, ethnic background, or age. Qualified and interested persons will be considered for employment without regard to race, age, religion, national origin, marital status, gender, or the presence of a non-related medical handicap. Normally, full time positions and vacancies will beannounced as widely as possible in the community through written notices and publication in newspapers, in order to give equal chance of employment to any qualified candidate. A reasonable number of candidates will be interviewed for every opening to assure that the best person available is hired

Expenses

Filing
All organizational outward and inward mail (post and email) must be copied to the general running file andthe appropriate project file General Correspondence All outward correspondence (letters, fax, email) must have the following information: Running file number, date, two extra copies (running and project file), signature of the appropriate line manager and one executive member

Final Salary Payment
Final salary payment is the last salary provided to an employee for time worked calculated to the last day of employment. Final salary is provided to the employee at the end of the contracted period and can be in the following forms: payment in lieu of notice payment at the end of the contract period or last day of work inclusive of annual leave which means if the employee has any outstanding or accrued leave, this must be taken within the notice period. Final payment is not the same of final accrued entitlements, which are a calculation of outstanding accrued contractual benefits during an employee's term of service

Financial Dues
The final dues are the obligations of a departing employee to the organization. They can include: vacating a house in a timely and orderly manner payment of outstanding utilities at company leased residence repayment of outstanding loans and advances from the organization repayment of any advances of leave. All payments of final salaries and accrued benefits are subject to the employee clearing all final dues or debt to the organization as incurred by the employee. Where an employee has outstanding debt to the organization or outstanding bills, this amount will be deducted from their final salary payment and accrued benefit payment

Financial Reports
Claims for reimbursement of expenses are to be submitted on the Expense Claim form and approved by the relevant Line Manager

First Aid

Frequency of Pay

Gambling
Staff members should not, while on organization property or during organization duty, engage in any form of gambling, including the operation of a gambling device, lottery, pool, or a game for the gain of money or property Staff members found to be gambling during work time will be warned, suspended, and/ or terminated

General Correspondence

General Employment Award

General Employment Conditions

Grievances
Every staff member has the right to expect safe and healthy working conditions and fair and equitable treatment under the laws, rules, and regulation of this country. Every staff member has the right to seek settlement of problems, complaints, and grievances without fear of restraint, interference, coercion, discrimination or reprisal. A grievance is a request by a staff member for action from the next level of management about their complaint if they have had no resolution from their supervisor within 10 working days

Health Benefits

Health, Safety and Emergencies

Higher Duties

Hours of Work
Work hours are meant for the purpose of progressing work or work related agendas not personal or family affairs or business. Staff are not to run personal errands during working hours or use work time to advance their personal interests and business. Staff must use their lunch hours for their personal affairs such as doctor's appointments, shopping, banking, etc. Staff who are found using work hours to progress their personal affairs and or business may have their employment terminated. There shall be a 42-hour working week which is o be arranged as follows:

-8 hours per day from Monday to Friday
-2 hours between 7am to 12noon on Saturdays

Housing and Housing Alowances

Immediate Discharge

Leave Fares

Leave Records
It is the responsibility of the relevant line manager to ensure that complete and proper records are kept of all staff absences with or without pay. It is the responsibility of each staff member to fill in the appropriate leave request and record forms when seeking leave. Failure to do so may result in loss of pay or benefits

Leave and Absences

Long Service Leave
Long Service Leave is a provision under the National Employment Act in recognition of long service and employee loyalty Under Common Rule, all staff who have served 15 years continuous service are entitled to twenty-four weeks long service leave on full pay Long Service leave accrues at two weeks for every fifteen months of service Per Papua New Guinea Law, only staff who have worked with this organization for 3 years (26 months) or more are entitled to a pro-rata payment of long service leave upon termination of their employment

Lunch Area / Refrigerator
A lunch area is provided at the back of the office for use by staff during their lunches and tea breaks. A small refrigerator, if present on the organizational premises, is available for staff use

Management of Expenses / Travel Arrangements

Marketing
The organization's administrative officer is available to complete marketing for staff members. The officer does not go to the market everyday. If you require marketing to be done please make appropriate arrangements with the officer

Maternity and Paternity Leave

Medical Appointments

Medical Emergency

Medical Insurance

Meetings
There will be regular meeting scheduled so that staff can forward their comments to executive members All regularly scheduled meetings will be listed and placed in a public place The appointed administrative officer will also keep an appointment book to schedule client meeting

Mileage
If a staff member by agreement uses a private vehicle for organizational business, the organization will reimburse running costs at the current rate determined by the Chamber of Commerce Reimbursements will only be made for travel already approved by the relevant line manager before it is undertaken, and substantiated by mileage logbook entries. This does not include use of personal vehicle to and from home and/ or work

Misconduct/ Summary Dismissal Without Notice
Termination will result from gross misbehavior on the job, refusal to do work reasonably expected, drunkenness, harassment of other staff, or wrongful use or taking of organizational property, or any illegal activity whatsoever. Termination is immediate with no notice, and loss of all benefits. Nothing in this clause shall affect the right an employer may have to dismiss an employee without notice for conduct incompatible with the due and faithful discharge of that employee's duty to his employer. In the event of a dispute as to the right of dismissal without notice, either party may refer the matter to the Secretary for Labour, Commerce, and Industry or his delegate for decision. In the event of dismissal without notice and where one week's wages in lieu of notice is not paid, the employer will notify the employee in writing of this decision. In agreement with the Employment Act, the following offenses can result in immediate dismissal without notice: Assault, gross insubordination, fighting at work,conviction of a criminal offense, sexual harassment, theft of private or company property, physically threatening behaviours and language, being drunk or under the influence of cannabis or other drugs whilst at work or whilst driving organization owned vehicles,being absent from the workstation without approval of the relevant line manager for 5 or more working days

Motor Vehicles (vehicle use and vehicle allowance)
If a staff's personal vehicle is used for business purposes a rate based on kms traveled, plus fuel usage must be agreed to by a Director and the staff member before the vehicle is used. If a driver or the person in charge of the vehicle provides transportation to a person or persons who are not organizational staff or clients the person in charge will have employment terminated. The organization cannot afford the compensation claims that result from vehicle accidents in PNG

Non Renewal
Termination resulting from non-renewal of contract following expiration of employment term. The relevant manager determines terminations. Any contract staff so affected will be given one week's written notice or pay in lieu of notice inclusive of annual leave

Notice of Dismissal / Termination

Notice Period
After completion of 3 months continuous service with the same employer, should employment be terminated 7 days notice on either side shall be given. It is preferred that one month's notice on either side be given

Occupational Health and Safety

Office Keys
Office keys will not be available to all staff. Any staff wishing to use the office outside of normal working hours should make prior arrangements at least 24 hours prior to requesting office use

Office Supplies and Services
Permission to use the organizations resources is a privilege not a right. Failure to observe the courtesies and rules associated with such privileges may result in their removal for the entire team not just the individual

Office Information and Intellectual Property

Orientation
All regular Contract employees will be given a short orientation as soon as possible after starting work Orientation will cover the following areas:

Other Terms of Employment contract

Outside Employments and Other Activities

Overtime/ Time off in Lieu
All staff must consult with the manager before arranging to work overtime. The number of hours of overtime worked will be reimbursed with the same number of hours of time off. The Manager must authorize all overtime leave before it is taken. No more than 5 working days of accumulated overtime may be taken on any one occasion. Overtime not used during the calendar year in which itwas earned will not be carried forward into the next calendar year

Pay Level and Pay Reviews

Payment of Wages (Wages Slips)
Wages shall be paid at intervals of no greater than 14 days. The employer shall state to the employee on his/ her pay slip the following:

The number of hours worked e.g. ordinary time, time and a half, and double Additions:

Any other allowances e.g. heavy labour allowance Deductions:

Per Diem
There is no automatic per diem Costs Paid by Staff Personal freight excess baggage charges must be paid for by the staff member as must all costs associated with leisure time taken on the way to or from workshops or meetings

Performance Reviews
All new employees will serve a three-month probationary period beginning their first working day to determine whether or not they fully satisfy the requirements of the job. During the probation period the relevant managers will monitor performance and give feedback to the staff member verbally. If requirements are not being met the new employee will be forewarned in writing and given a reasonable time to correct the deficiencies. Annual performance appraisals will be conducted for each staff member by the relevant line manager. The job description together with actual performance as monitored through regular supervision will be used as the basis for these appraisals/ reappraisals. A record of such discussions is included in the staff member's personnel file. The objectives of employee performance appraisal are to:

Performance appraisals will be used as the basis for adjustments in salary and revisions in the job description. While there may be some yearly adjustments for Cost of Living Index, Salary increases are not automaticrather they are based on performance and the availability of funds

Personal Appearance

Personal Issues
When a personal issue arises for a staff member which the staff member feels may impact his/ her work, the staff is encouraged to arrange a meeting with his/ her manager so that the issue can be addressed. All personal matters will remain confidential and will involve only the concerned staff member and his/ her manager. The staff member may request a meeting with other staff members to discuss personal issues

Personal Loans
Under no circumstances will this organization loan money to staff, and no requests shall be entertained. This organization may, however, provide a reference to any employee confirming their employment and current salary, at the discretion of the relevant line manager. This letter may be used to assist in obtaining a personal loan from a commercial banking institution. Such employment references will only be provided by the Head Manager. No other manager or staff member will provide a loan reference.

PNG Employment Act / Labour Law

Post Box and Stamps
Staff are permitted to use the organizational post box to receive personal mail. The organization's administrative officer is available to pick up and drop off personal mail for staff members. The administrative officer does not go to the post office everyday. If you require mail to be delivered or picked up please make appropriate arrangements with the officer. For the convenience of staff members stamps for personal correspondence can be purchased by the administrative officer

Post-Incoming and Outgoing
This organization has a post box Staff may use this post box to receive mail The appointed administrative officer clears the post box i.e. once a day, Monday to Friday The appointed administrative officer will bring all letters and packages to the office Post box keys are not available for distributionPostage fees for all work-related post is paid for by the organization The appointed administrative officer will mail all work-related letter and/ or package. Personal mail and packages can be posted with the regular work-related mail.This organization will not accept financial responsibility for loss of any outgoing personal letter or package given to the appointedadministrative officer

Probation Period
In the case of contract employees, a contract will be signed at the commencement of employment, inclusive of a probationary contract period of 90 days. At the expiration of the 90 day probationary period, and depending on the outcome of the probationaryevaluation undertaken by the employee's relevant line manager, the employees contract shall be cancelled (with notice as stipulated in the employee contract) or ratified, confirming employment for the duration of the contract

Public Holidays
Staff will be given paid leave for all gazetted public holidays Staff members are entitled to statutory holidays without deduction of pay. The number of such holidays is to be consistent with local practice. If a staff member is required to work on a public holiday he/ she is entitled to time off in lieu to be taken in consultation with the line manager. If a public holiday falls within an employee's leave period the public holiday is not counted as a leave day. These extra days can be used as part of the same leave application or can be saved to be used within the 12 months of employment. There is no extra pay for public holidays falling within a period of annual leave as these can be claimed on full pay at a later date and the employee is not disadvantaged. The period between Christmas and New Year's is an additional week holiday, which is an addition to the 15 days annual leave entitlement.

Purchasing Lunches
Staff are responsible for purchasing their own lunches and break time snacks. The organization's administrative officer is available to pick up lunches for staff members. If you require lunch to be purchased please make appropriate arrangements with the officer

Records of Communication
All organizational communications must be copied to the general running file and the appropriate project file

Recruitment

Recruitment Procedure
Positions that become available will normally be advertised A position description will be available at the time the position is advertised. The Manager and Executive Board, prior to circulation,must approve all advertisements relating to staff employment

Reduction in Staff
Termination resulting from job elimination due to reorganization or financial considerations. The Executive Board of Directors determines terminations. Any contract staff member so affected will be given the agreed notice period as stipulated in the employment contract inclusive of annual leave

Reimbursement of Expenses
Direct travel costs for work performed for this organization whilst away from their usual base/ station of employment will be paid by the organization. This includes the cost of the most appropriate form of transport-road, sea, or air transport. The lowest cost, most appropriate accommodation will be paid but receipts must be submitted. Food costs of up to i.e. K25 per day will be paid when staff are staying with relatives or friends. If staying with friends receipts mist be submitted Claims for reimbursement of expenses are to be submitted on the Expense Claim form and approved by the relevant Line Manager

Repatriation
Repatriation is the act of relocating an employee from their workstation to their original place of recruitment in accordance with their contract. Repatriation allowance will be provided to the employee in the form of cheque payment upon which the organization's obligation for repatriation is discharged. This allows for the fact that the employee may not be relocating to their original place of recruitment. Should an employee work for five years or more at the location to which she/ he is transferred, she/ he and dependents will be considered local residents of that location, and no longer eligible for repatriation by the organization upon the termination of their employment. Employees from another province but recruited locally are not eligible for a repatriation allowance upon termination of employment.

Representatives

Safety Precautions

Salary Advances

Salary and Benefits

Salary Scales

Selection Process
A short list of potential employees from applications received is compiled. These applicants are then informed of the interview time, by phone or by letter, confirming the time, venue, and date of the interview

This is the responsibility of the relevant manager
All employment selection panels will aim to have an equal representation of women and men. The manager responsible for the area containing the vacant position will form part of the selection panel. All matters for assessment will be addressed in an equal non-discriminatory manner

Staff Meetings
The purpose of staff meetings is to:

Staff meetings are held at regular intervals and arranged so that as many staff as possible can attend
Meeting will be held even if the coordinator is away. The agenda must be drafted and circulated either verbally or written before the meeting. Minutes must be taken at each meeting clearly specifying accountabilities and deadlines agreed. The roles of the chairperson and minute takers are to be rotated so that all staff can experience both roles
Small staff meeting or project related meetings can be scheduled for any time during regular working hours. If a staff member in interested in scheduling a meeting please ensure that other staff are available and that they are advised ahead of the meeting time.

Sick Leave
Subject to Sub-clause (b) of this clause employees shall be entitled to 9 days sick leave per annum as from the 1st October 1975. An employee shall be eligible for such leave after 3 months continuous service with the same employer. Sick leave shall only be accumulate for a period of three years. A signed medical certificate shall be produced by the employee in the event of his taking any sick leave. In the event of a dispute as to whether or not a medical certificate produced the matter shall be referred to a Labour Officer whose decision shall be final. Sick leave is used when employees themselves are sick. If you are absent from work because a member of the family is sick you are not entitled to take paid sick leave you must use either annual leave or unpaid leave to cover the absence

Smoking
This organization provides a smoke free environment for all employees Smoking is not permitted inside the offices or the organization's vehicles Smoking is permitted in areas outside the office and in the lunch area during appropriate and scheduled work breaks

Special Leave

Staff Development
This organization encourages all of its employees to improve their job effectiveness and efficiency. Individual employees will be asked to take part in such courses as appropriate. In some instances, on the job training may take place at another location within or outside of Papua New Guinea. In these cases, the staff member will be paid their regular salary plus room and board and travel costs Upon return the staff member will be expected to prepare a written report on the training received, implement and share new skills with other employees.

Staff Division of Responsibilities

Staff Evaluation Process

Staff Records/Personnel File

Staff Standard of Conduct

Study Leave

Tea and Coffee
The organization does (or does not) provide free tea and coffee to its staff and clients

Telephone, Fax, Photocopier, Email
Use of the computer, telephone, fax, and email is available to staff for work-related business. Staff wishing to use the computer, telephone, fax, and email for personal use should contact managers for approval and costs

Time Sheets

Toilets/ Showers
Toilets and showers, if present, on the organizational premises are available for use by all employees. Showers may only be taken outside working hours or during the employee's breaks and lunch hours

Travel Allowance
When necessary an advance to cover touring costs will be given. This must be approved by the relevant line manager and acquitted by the employee upon their return on an. Expense Acquittal Form and substantiated with receipts. Staff are entitled to claim reimbursement for expenses incurred whilst on duty away from their usual base/ station of employment. This includes all reasonable costs in respect of transport directly related to work duties, fares, meals, accommodation, and administrative costs subject to production of receipts

Travel Costs (meals and accommodations)
Staff are entitled to claim reimbursement for expenses incurred whilst on duty away from their usual base/ station of employment. This includes all reasonable costs in respect of transport directly related to work duties, fares, meals, accommodation, and administrative costs subject to production of receipts. The lowest cost, most appropriate accommodation will be paid but receipts must be submitted.Food costs of up to K25 per day will be paid when staff are staying with relatives or friends. If staying with friends receipts mist be submitted

Types of Positions Available
Staff positions are divided into a number of general categories. Contract staff, Casual/ Temporary, Consultants or Temporary Consultants, Full-term Volunteers, and ShortTerm Volunteers. Regardless of category, all staff employed by this organization employed by this organization are accountable to their line manager and the entire organization

The Executive Board will decide the circulation of the advertisement and coverage on a case by case basis Statement of Work/ Duty Statement. All organizational positions will have a written Position Description and/ or Statement of Work on file before recruitment and hiring of a new staff member. All Statements of Work/ Duty Statements and/ or Position Descriptions must be endorsed by the Executive Board prior to their public circulation. This position description must be presented to any position respondents, and used by them in their applications. The position description is included as an appendix to all employment contracts signed by the appropriate. Line Manager on behalf of the organization and the employee

Unpaid Leave/ Leave of Absence without Pay
Leave of Absence without pay may be granted at the discretion of the relevant Line Manager only for the most extenuating circumstances

Unsatisfactory Performance
Termination resulting from failure of a staff member to meet minimum performance standards, complete tasks in a timely, competent manner or maintain an adequate attendance or punctuality record Prior to termination for unsatisfactory performance, the relevant line manager will make every reasonable effort to work with the employee to resolve their performance problem. The following steps will be followed:

Violence, Harassment, Abuse, Fraud, and Dishonesty

Work Related Illness and Injury

Workers' Compensation Insurances

Written Acknowledgement of Staff Policy Review

Written Warning
Termination resulting from failure of a staff member to meet minimum performance standards, complete tasks in a timely, competent manner or maintain an adequate attendance or punctuality record. Prior to termination for unsatisfactory performance, the relevant line manager will make every reasonable effort to work with the employee to resolve their performance problem. The following steps will be followed: