HRM Group Assi

HUMAN
RESOURCEPOLICY
ANDPROCEDURESMAN
UAL
JANUARY2020
Eyu-EthiopiaHumanResourceManual Version1.0 January220 i

TableofContents
ABBREVIATIONS.................................................................................................................................................0
1. WELCOMETOEYU-ETHIOPIA................................................................................................................1
1.1. Introduction...................................................................................................................................................1
1.2. Vision,Mission,andGoal................................................................................................................................1
1.3. Objectives......................................................................................................................................................2
1.4. Values............................................................................................................................................................2
1.5. OrganisationStructure....................................................................................................................................3
2. THEHUMANRESOURCE(HR)MANUAL................................................................................................6
2.1. Purpose..........................................................................................................................................................6
2.2. PolicyandAuthority.......................................................................................................................................6
2.3. HRManualChanges.......................................................................................................................................7
3. RECRUITMENT,SELECTIONANDAPPOINTMENT............................................................................8
3.1. General..........................................................................................................................................................8
3.2. ClassificationofPosts.....................................................................................................................................8
3.3. PersonnelClassifications................................................................................................................................9
3.4. EqualEmploymentOpportunity...................................................................................................................10
3.5. VacancyAnnouncements.............................................................................................................................11
3.6. ReceiptofApplicationandShort-listing.........................................................................................................11
3.7. Selection......................................................................................................................................................12
3.8. EmploymentofRelatives..............................................................................................................................12
3.9. EmploymentofConsultants..........................................................................................................................12
3.10. MedicalExamination...................................................................................................................................12
3.11. ContractofEmployment...............................................................................................................................13
3.12. ProbationPeriod...........................................................................................................................................13
3.13. OrientationandIntroduction.........................................................................................................................13
3.14. SafeguardingStaffRecruitment....................................................................................................................14
3.15. EmployeeRecords.......................................................................................................................................15
4. SALARIESANDALLOWANCES...........................................................................................................16
4.1. General........................................................................................................................................................16
4.2. SalaryStructure............................................................................................................................................16
4.3. IncrementandAdjustments...........................................................................................................................16
4.4. SalaryAdvancesandLoans...........................................................................................................................17
4.5. OvertimePay................................................................................................................................................17
4.6. SalaryDeductions........................................................................................................................................17
Eyu-EthiopiaHumanResourceManual Version1.0 January220 ii

4.7. TravelAdvanceandPer-diems......................................................................................................................18
4.8. ActingAllowance.........................................................................................................................................18
4.9. RelocationAllowance..................................................................................................................................18
5. BENEFITS.................................................................................................................................................20
5.1. General........................................................................................................................................................20
5.2. EthiopiaGovernmentPensionFund..............................................................................................................20
5.3. HealthInsurance...........................................................................................................................................20
5.4. LifeInsurance...............................................................................................................................................21
5.5. InternationalTravelInsurance......................................................................................................................22
5.6. ProfessionalOrganizationMembership........................................................................................................22
6. EMPLOYEEPOLICIES............................................................................................................................23
6.1. General........................................................................................................................................................23
6.2. WorkHours..................................................................................................................................................23
6.3. Delegation...................................................................................................................................................23
6.4. MobilePhonePolicy.....................................................................................................................................24
6.5. TrainingandDevelopment............................................................................................................................24
6.6. WasteReductionInitiatives..........................................................................................................................25
6.7. SubstanceAbuse..........................................................................................................................................25
6.8. SmokingPolicy............................................................................................................................................26
6.9. Anti-SlaveryandHumanTraffickingComplianceDirective..........................................................................26
6.10. CommunicableDiseasesintheWorkplace.....................................................................................................26
6.11. SafetyandSecurity.......................................................................................................................................27
6.12. SystemsResources.......................................................................................................................................27
6.13. Confidentiality,andPublicationandDisseminationofInformation................................................................28
6.14. ConflictofInterest........................................................................................................................................29
6.15. Long-termIllness/DisabilityPolicy..............................................................................................................30
6.16. OutsideRelationshipsandConsulting...........................................................................................................30
6.17. Anti-FraudandCorruptionPolicy.................................................................................................................31
6.18. OverarchingSafeguardingPolicy.................................................................................................................36
6.19. OffensesandPenalties..................................................................................................................................48
6.20. GrievanceProcedureandDisputeResolution.................................................................................................49
6.21. Whistle-blowerPolicy..................................................................................................................................50
7. PERFORMANCEAPPRAISAL..............................................................................................................51
7.1. General........................................................................................................................................................51
7.2. Procedure.....................................................................................................................................................51
7.3. PerformanceImprovementPlan....................................................................................................................52
Eyu-EthiopiaHumanResourceManual Version1.0 January220 iii

7.4. AnnualMeritIncreases.................................................................................................................................52
7.5. Promotion....................................................................................................................................................53
7.6. Transfer.......................................................................................................................................................53
8. LEAVE.......................................................................................................................................................54
8.1. General........................................................................................................................................................54
8.2. AnnualLeave/Vacation................................................................................................................................54
8.3. SickLeave....................................................................................................................................................55
8.4. Maternity,PaternityandAdoptionLeave.......................................................................................................56
8.5. BereavementLeave......................................................................................................................................56
8.6. OtherLeaves................................................................................................................................................57
8.7. LeaveWithoutPay........................................................................................................................................57
9. CODEOFETHICS.....................................................................................................................................58
10. SEPARATION/TERMINATIONOFEMPLOYMENT............................................................................60
10.1. General........................................................................................................................................................60
10.2. TerminationTypes.......................................................................................................................................60
10.3. ExitInterviewandClearance.........................................................................................................................63
10.4. TerminationPayments.................................................................................................................................64
10.5. References...................................................................................................................................................66
10.6. ProjectFollow-on.........................................................................................................................................66
10.7. OtherSeparationProceduresandObligations................................................................................................67
11. APPENDICES...........................................................................................................................................68
Appendix1.Eyu-EthiopiaContractofEmployment.................................................................................................68
Appendix2.Eyu-EthiopiaContractofSuretyship.....................................................................................................71
Appendix3.Eyu-EthiopiaEmployeeHistoryandEmergencyForm..........................................................................73
Appendix4.Eyu-EthiopiaHumanResourcePolicyandProceduresManualAcceptanceForm...................................75
Appendix5.Eyu-EthiopiaCodeofConduct..............................................................................................................76
Appendix6.Eyu-EthiopiaMedicalInsuranceNominationForm...............................................................................79
Appendix7.Eyu-EthiopiaFraudandCorruptionReportingForm..............................................................................80
Appendix8.Eyu-EthiopiaSafeguardingConcernReportingForm............................................................................81
Appendix9:SafeguardingRegister..........................................................................................................................82
Appendix10.Eyu-EthiopiaGrievanceRegistrationForm........................................................................................83
Appendix11A.Eyu-EthiopiaPerformanceAppraisalForm......................................................................................85
Appendix11B.Eyu-EthiopiaPerformanceAppraisalForm......................................................................................87
Appendix11C.Eyu-EthiopiaPerformanceAppraisalForm......................................................................................89
Appendix12.Eyu-EthiopiaLeaveRequestForm......................................................................................................91
Appendix13.Eyu-EthiopiaExitInterviewForm......................................................................................................92
Eyu-EthiopiaHumanResourceManual Version1.0 January220 iv

Appendix14.Eyu-EthiopiaClearanceForm............................................................................................................93
Eyu-EthiopiaHumanResourceManual Version1.0 January220 v

ABBREVIATIONS
ALO AdministrationandLogisticsOfficer
CED ChiefExecutiveDirector
CSOA Civil Societies Organization
AgencyCTO CompensatoryTimeOff
DL DriverLogistician
ETB EthiopianBirr
ESLCE Ethiopia School Leaving Certification ExamEE
Eyu-Ethiopia
FOD FinanceandOperationsDirector
HHE HouseholdEffects
HR HumanResource
IGO IncomeGenerationOfficer
PC ProjectCoordinator
PD ProgrammeDirector
PmO ProgrammeOfficers
TOR TermofReference
Eyu-EthiopiaHumanResourceManual Version1.0 January220 0

1. WELCOMETOEYU-ETHIOPIA
1.1. Introduction
Eyu-Ethiopia (EE), here after called the “Organisation” or “Employer” is a non-profit, non-
governmental organization established with the aim of reducing the burden of avoidableblindness in
Ethiopia through research, training and integrated community-based servicedelivery.
Ethiopia, the second most populous country in Africa with above 100 million population, hasone of
the highest burdens of visual impairment worldwide. Recent data from the Vision LossExpert Group
indicates that Ethiopia is in the top 20 countries with the highest prevalence
ofvisualimpairmentinallageswith6outof100peoplevisuallyimpairedfromavoidablecauses.More than 2.8
million people are visually impaired among which about 0.9 million are blind.Based on the 2007
national blindness survey, the commonest causes of blindness
arecataract(49.9%),Trachoma(11.5%),andrefractiveerrors(7.8%).However,thesefiguresareprobablyout
datedwithincreasingnumberofagingpopulations,andtheunprecedentedeffortson trachoma control in the
last decade.Life expectancy in Ethiopia increased from 52
yearsin2000to63yearsin2011.ItislikelythattheburdenofotheragerelatedblindingconditionssuchasGlauco
ma(5.2%),andMaculardegenerations(4.8%)mighthaveincreasedinrecentyears.
Despite this huge burden, there are no adequate eye care services in most parts of Ethiopiaand those
existing are unsustainable disease focused vertical programmes with no or
limitedintegrationwiththewiderhealthsystem.Althoughtherearecosteffectivetreatmentstrategiesforeyeca
re,thereisinsufficientevidenceonhowtoimplementtheseinterventionstoaddressthe huge needs of
communities in resource limited settings such as in Ethiopia. There is noadequate rehabilitation and
support service for people with low vision. Low vision is a visualimpairmentthat cannot be fully
corrected by regular eyeglasses, contact lenses, medication,orsurgery.Eyu-
Ethiopiawillfocusonaddressingthesegapsbygeneratingevidencesthroughresearch,trainingofeyecareprof
essionals,andintegratedeyecareservicedelivery.
1.2. Vision,Mission,andGoal
Vision
No one is blind or visually impaired and lose functional ability from avoidable causes inEthiopia.
Mission
Reducetheburdenofavoidableblindness,andprovidesupportandrehabilitationservicesforthose with low
vision in Ethiopia, through research, ownership and capacity building ofcommunities and eye care
professionals, and health system integrated eye care servicedelivery.
Goal

Establish evidence led equitably accessible, affordable, integrated and sustainable eye care
andlowvisionrehabilitationservice systeminEthiopia.
1.3. Objectives
1. Research: Generate robust evidence on eye care challenges, burdens,

managementstrategies,andtheirimpactsthroughvariousclinicalandimplementationresearches.
2. Service:Implementanintegratedandcomprehensiveeyecareservicedeliveryprogramme thorough
awareness creation, integrated case identification and referral atall levels of the health care
service system to reduce the burden of avoidable blindnessanditsassociatedimpacts.
3. Training:IncreaseandbuildthecapacityofeyecareandrehabilitationservicepersonnelinEthiopiaan
dbeyond.
4. Rehabilitation: Engage in restoring functional ability and improving quality of life
andindependenceofindividualswithlowvisionorwhichhavelostvisualfunction.
1.4. Values
Community First: EE is established with the priori aim of serving communities in need at
allcosts.Wedemonstrateoursocialresponsibilityselflesslyandputthepeople’seyehealthfirstandstriveanda
cttimelytoaddresstheirneeds.ICAREisourmotto.
Excellence:QualityisattheheartofEE.Whateverwedowedoitinhigherqualitystandards.We strive to
deliver the best quality service to our community guided with the best availableevidence and technical
expertise.We strive to continuously develop ourselves and
innovatetorespondtothepublic’sdemandandachangingworld.
Commitment:WearecommittedinheartandmindtoservecommunitiesinneedandrealiseEE’s vision. We
are courageous and success driven. We will do whatever it takes to achieveourorganisation’sGoals.
Integrity and Respect: We are honest, open, ethical, and fair. People trust us to adhere toour word
and keep our promises. We strive to show a deep respect for human beings insideand outside our
organisation and for the communities they live in.We strive to make
peoplefeelsafe,respected,empowered,fairlytreatedanddulyrecognized.Buildingastrong,trustingrelations
hip with the community, stakeholders, and our employees, is our motto. We believeour employees are
the backbone of our organisation. Respecting our employees meansrespecting their individual human
rights and privacy, ensuring a safe and healthy workplaceenvironment, and providing them a dynamic
platform, where they can explore their creativityandskillsandfurtherenhancethemselves.
Accountability:Wearenotonlyresponsibleforouractionsbutwillultimatelybeanswerablefor it.We are

liable and responsible for decisions made and actions taken, both personallyand on behalf of our
organisation. EE expects its staff to achieve the highest
professionalstandardsandbetransparent,resourceful,committed,trustworthyandloyaltoservecommunitie
sinneedofeyecareservices.

DiversityandNeutrality:EEbelievesittakespeoplewithdifferentideas,strengths,interests,and cultural
backgrounds to succeed. We eliminate all kinds and forms of
discrimination,whetherbasedonreligion,belief,race,ethnicity,nationality,genderorphysicaldisability,and
rather encourage inclusiveness for diversified backgrounds and opinions, and provide
equalopportunityforall.EEisaffiliatedneitherwithanypoliticalnor,religiousorganization.
Collaboration: EE believes in collective efforts to achieve its goals. It works in conjunctionwith the
Community, Federal and State Governments of Ethiopia, and partners with
theMinistryofHealthandRegionalHealthBureaus,variousgovernmentalandnon-
governmentalstakeholders, and other individuals and groups working on the same area within and
outsideEthiopia.EEavoidsduplicatingtheeffortsofotherorganisationsorindividuals.
Sustainability:EE will focus on building evidence led integrated eye care system throughbuilding
local capacity and improving ownership on eye care services, instead of creating anew system. To
achieve its mission EE would need to be both cause driven and
financiallyviable.EEgeneratesincomefromvariouslocalandinternationaldonors,communitycontributions
,andengaginginprofitableactivitiessuchastourism,consultancy,clinic(subsidized tiered eyecare
services), eyeglass shops…etc from which the income generated(after covering the expenses) will be
entirely used to finance comprehensive community-
basedeyecareservicedeliveryinvariousregionsofEthiopia.
Leadership:Wedemonstratethecouragetoshapeabetterfutureforourcountryandthewilltowin.
1.5. OrganisationStructure
1.5.1. Staffing
BelowaresummariesofmainEEstaffonly.OrganisationChartispresentedinFigure1.
Chief Executive Director (CED): is responsible for the overall management of Eyu-Ethiopia(EE)
Programmes and Operations and operates under the Board. The CED serves as theprincipal EE
representative liaising with donors and partner organizations on project relatedtechnical, policy, and
financial issues. The CED is ultimately responsible for the generation,commitment and disbursement
of all project funds and provide technical and administrativeleadership to the overall achievement of
the goals and objectives of the
organisation.TheCEDwillberesponsiblewithforhumanresourcemanagementofEE.
Programme Director (PD): Operates under and closely with the CED and is responsible
tooverseeandcoordinateeyecareresearch,training,andservicedeliveryprogrammeactivitiesand provide
technical and programmatic leadership to the overall achievement of the
goalsandobjectivesoftheprogram.WiththeCED,thePDleadsthedevelopment,implementation,andmonito
ringoftheorganisationstrategyandworkplansandcommunicatesresultsand

achievements to the community and other stakeholders. In the absence of the CED, the
PDactsastheEErepresentative.
Finance and Operations Director (FOD):Operates under and closely with the CED and
isresponsiblefordevelopingandmaintainingthefinancialsystemsoftheorganisation,managing financial
and other organisational resources, and managingother
organisationaloperationsincluding,humanresources,procurementofequipmentandmaterials,andtrackingi
nventory and managing fixed assets. The FOD will assist the CED in ensuring that financialcontrols
and systems comply with acceptable accounting practices and meet donors and
EEstandards.TheFODensuresthatprogrammeactivitiesadheretothefinancialandoperationspolicies and
procedures of the organisation and donors. The FOD works closely with the PDand the technical team
to ensure smooth implementation of programmatic activities
TheHumanResource(HR)ManagerinthisdocumentreferstotheFOD.
Auditor: Operates under the Board and is responsible to controlling and regulating
thefinancialandprocurementsystemoftheorganisation.
ProgrammeOfficers(PmO)andCoordinators:OperateunderandcloselywiththePDandare
responsible to coordinate eye care research, training, and service delivery. With the
PD,thePmOdevelops,implements,andmonitorsprojectactivitiesandworkplans.Intheabsenceof the PD,
the PmO acts as the Programme Director. The Project Coordinators (PC) operateunder and closely
with the Programme Officer and/or the Programme Director and
areresponsibletoimplementeyecareresearch,training,andservicedeliveryprogrammesatthecommunity
level. Research and Communications Officer will be appointed under the PD
ifdeemednecessaryinthefuture.
AdministrativeandLogisticsOfficer(ALO):OperatesunderandcloselywiththeFODandis
responsible for the management of and supervision of support staffs (drivers, data clerk,sore keeper,
secretary, security guards, office assistants and cleaners), procurement,
andlogisticsandmanagingvehicles.
FinanceOfficer(FO)/
Accountant:OperateunderandcloselywithFOD.AccountantsassisttheFODandmaintainthefieldaccoun
tingsystem,reviewingandprocessingpurchaseordersand expenditures, reviewing employee timesheets,
and distributing checks, and
executingpaymentswiththecashier.TheFinanceOfficerwilltakeoverintheabsenceoftheFOD.TheFOalsoc
anworkasthecashier.
Income Generation Officer (IGO): EE will be involved in various income generatingactivities.

These activities will be led by the IGO which operates under the PD and the FOD.The IGO designs,
plans and ensures the executions of the income generating programmes.All other income generating
finance and operational activities will be executed and led byother EE Ethiopia personnel and
policies, except that the income generating department willhaveseparatebankaccount.
Cashier:OperateunderandcloselywithFinanceOfficer/
Accountantandmanagepettycashandexecutespayments.Thecashiercanbegivenvariousotherresponsibilit
iesandserveasofficeassistance,storekeeper…etc.

It is important that the duties of accounting/financial personnel be properly segregated.
Nostaffmembershouldbeassigneddutiesthatcouldleadtoasituationwherethepersoncouldcarryoutandconc
ealillegalactsorviolationsofrules.Toaccomplishapropersegregationofduties,differentindividualsshouldp
erformthefollowingfunctions:
 Authorizetransactions(CEDandFOD),
 Recordtransactions(Accountants,Cashier)
 Maintaincustodyoftheassetsthatresultfromatransaction(ALOandStoreKeeper
 Compareassetswiththerelatedamountsrecordedintheaccountingrecords(Auditor)
MinimumRequiredStaff:intimesoflimitedresourcestheminimumrequiredstaffmembersforEEare:
 TheChiefExecutiveDirector
 TheFinanceandOperationsDirector
 TheCahier
Otherstaffmemberslistedinthisdocumentwillbeappointedasnecessary.
Figure1:OrganisationalStructure
1.5.2. Offices
The Head Office of EE will be in Bahirdar, Amhara Region, Ethiopia. EE will work in
multipleRegions of Ethiopia to achieve its mission. The projects will start in Amhara Region and
willexpand to other regions of Ethiopia. Programme activities will mainly be executed
thoughRegional,Zonal,andDistrictHealthOfficesoftheexistinghealthsystem.Therefore,project

coordinatorswillbeassignedwithintheHealthBureausofthedifferentregionsasappropriateandwillserveast
heregionalrepresentativesofEE.
2. THEHUMANRESOURCE(HR)MANUAL
2.1. Purpose
Eyu-Ethiopia (EE) believes that its staff is its greatest asset and that they need
enablingpolicesthatwouldencouragethemforexcellence.Thismanualcontainspersonnelpractices,procedu
res,andguidelinesforallemployeesofEEtotheextentpermittedbyEthiopialabourlawsdefiningtherightsand
responsibilitiesbetweentheemployerandtheemployee.
Thismanualisintendedto:
1. Describeguidelinesforemployeeappointments,
classifications,benefits,employeerelations,andworkconditions.
 Delineateuniform
timekeepingandpayrollpracticeswithregardtohoursworked,deductions,leaveregulations,promotio
ns,andsalaryincreases.
 Ensurethatemployeesaretreatedfairlyandinaccordancewithestablishedguidelines.
 Facilitateaworkingenvironmentthatpromotesbothindividualjobsatisfactionandtheachievementof
EEgoals.
2.2. PolicyandAuthority
1. This HR manual operates within the framework of Ethiopian Government Labour Law,hence,
all EE employees enjoy inalienable rights to seek redressal, where
necessary,underEthiopianLabourLaw.
2. ThisHRMANUALappliestoallemployeesofEEwhoareappointedandcontractedbytheorganisation.
Allemployeesareobligedtobeguidedbythepoliciesandprocedurescontainedinthismanual.
3. ThisHRmanualshouldbeconsideredinconjunctionwithotherpoliciesandprocedurescurrentlyinuse
byEE.
4. The procedures and benefits contained in this manual may be reviewed and revised atthe
absolute discretion of EE. In making revisions, EE will consider the need for
andappropriateness of changes. EE reserves the right to amend, modify, or revoke
anyprovisions,procedures,orbenefitsdescribedinthismanualandwillapplysuchchangestobothcurre
ntandfutureemployees.Anymodificationstotheprovisionsinthismanualshallbecommunicated,inw
riting,totheemployee.
5. AcopyofthismanualshallbeprovidedtoallEEemployeesbytheFOD(HRManager).Thismanualanda
llcopiesshallbereturnedtoEEwhentheemployeeleavesemployment.

6. ThismanualshallbeforEEemployeesonly.NoEEemployeeshallpassthisdocumentto other
individual organisation without the permission of the CED. Each employee isrequired to sign a
form indicating that s/he has read, understands, and agrees to allpolicies.
7. In case of lack of clarity about any particular clause, sentence or word contained in
thismanual,theinterpretationoftheCEDshallbeconsideredfinal.
2.3. HRManualChanges
This document is subject to change and revision as and when the circumstances require it. Ifthere is an
item or a section in this manual that requires an update, the procedures outlinedbelow should be
followed to ensure that all employees receive and record the change.
Onceayear,ifmultiplechangeshavebeenmade,acompleterevisedversionwillbeproducedanddistributed.It
is the responsibility of each employee to read, understand, and adhere to anypolicy changes that are
made.Employees will be notified of a change via memo as outlinedbelow.
Minorchangestoanamount,name,oritem:
1. Sendamemotoallemployeesnotingthechange.
2. Each employee should insert the memo in his/her manual directly after this
procedurespagetokeeptrackofwhoinitiatedthechangeandwhen.
3. Theemployeeshouldlocateandcrossouttheoutdatediteminhis/hermanual,writinginthechange.
Majorsectionchanges
1. Sendamemotoallemployeesnotingthechangeandattachtherevisedsectionwiththecurrentdate.
2. Eachemployeeshouldinsertthememoinhis/hermanualfollowingthisprocedurespage.
3. Eachemployeeshouldinserttherevisedversioninfrontoftheoriginalsection,simplycrossingoutthepa
gesthatarenolongercurrent.
TheChiefExecutiveDirectorofEEmustauthorizeallchangestothemanual.

3. RECRUITMENT,SELECTIONANDAPPOINTMENT
3.1. General
1. The main objective of recruitment is to secure high standards of competence

whileprovidingequalopportunitiesforallapplicants.
2. TheresponsibilityofrecruitingofstaffingeneralisvestedintheChiefExecutiveDirector(CED),andAd
minandLogisticsDepartment.
3. EEgivesequalopportunityofemploymentwithoutanyprejudicetorace,ethnicbackground,sex,religi
on,economicstatus,etc.
4. Suitablecandidatesshallbedeterminedbycompetitiverecruitmentprocedures.Specialconsideration
scanonlybemadebytheCEDifdeemedappropriateduringtherecruitment,selectionandappointmentp
rocess.
5. EEbelievesingivingopportunitytonewlygraduatingcapableindividualsandmentoringthemandbuil
dingtheircapacitytohelpthemachievetheprofessionaltheyaspiretobe.It is EE’s policy to avoid the
hiring of individuals moving through organisations for abetter pay regardless of their
experiences as such practices will be against EE’s long-
termplansofinvestingandbuildingeffectiveandsustainableeyecareresearchteaminEthiopia.
3.2. ClassificationofPosts
1. Everyplacementand/
orhiringshallcomplywiththeapprovedorganogramandmanninglist.TheHRdepartmentshallberesp
onsibleforcomplianceandreviewingre-classificationsofpositionsundereachgrade.
2. All jobs are classified by grades as shown in Table 1. The grades shall be used
fordeterminingsalariesandbenefitstothestaffmembersholdingtheposts.
3. Thegradesshallbeusedforjobmeasurementanddeterminingsalariesandbenefitstotheemployeeshol
dingthepostsunderthelimitsofprevailingmarketconditionsandthecapacityofEE.
4. Each grade category requires minimum educational qualifications and experience,which shall
be the basis for recruitment as given in Table 1. In some cases, equivalentqualifications and
experience shall be considered. In the case of promotion,
academicqualificationsmaybewaivedatthediscretionoftheCED.

Table1:JobClassificationsandQualifications
Grade Positions QualificationsandExperience

I Security Guards, Gardeners, Grade 10/12 (Complete ESLCE).
OfficeAssistants
3+years’experienceisdesirable.
II DriverLogisticians(DL),DataClerk,Cashier,S Degree in the relevant field of study and
torekeeper,Secretary computerliteracy.3+Years’experienceinthepositionlistedi
sdesirable.
DLwouldneed3rdGradeDrivinglicense+atleast
5yearsdrivingexperienceinanyorganisation.
III ProjectCoordinators,Accountants Firstdegreeinrelevantfieldofstudy+Computer
literacy.3+years’experienceisdesirable.
IV ProgrammeOfficer,FinanceOfficer,Admina SecondDegree+1years’experience,orFirstDegree in
ndLogisticOfficer,RegionalProjectManager relevant field + 3 years’ experience, or
s atleastfirstdegreeandappointedbytheCED.
V Directors Second Degree in relevant field of study + 3

years’experience and/or appointed by the CED; OR
FirstDegreeinrelevantfieldofstudy+5years’experience
and/or appointed by the CED; Or FirstDegree in
Medicine + 2 years of experience
and/orappointedbytheCED;orPhDand/orappointedby
theCED.
VI ChiefExecutiveDirector AppointedbytheBoard.
ItsisrecommendedthattheCEDshallhaveatleastPhDorspeci
alisationinOphthalmology,and≥2
yearsofexperienceinadministrativeposition.
3.3. PersonnelClassifications
1. Full-time Regular Employees are hired to work the normal, full-time, forty (40) hours
ormoreworkweekonaregularbasis.
2. Part-timeRegularEmployeesarehiredtoworkfewerthanforty(40)hoursperweekona regular basis.

Part-time employees are eligible for benefits in working hour
proratedbasisasperlocallaborlawand/orasaremandatedbyEE.
3. Temporary Employees are engaged to work full time or part time with defined startingand
ending dates on EE payroll with the understanding that their employment will
beterminatednolaterthanuponcompletionofaspecificassignmentbutinanycase,foraperiod not
more than six (6) months. Temporary employees are eligible for statutory
ormandatedbenefitsifindicatedintheircontractsonly.
4. Consultantsarenotemployeesbutareindependentcontractorsprovidingservicesonalimited or
occasional basis. They are generally paid an hourly or daily rate and do notreceivebenefits.

5. Paid internships are provided for individuals seeking the opportunity to gain insight
intothefieldenvironment,gainpracticalexperience,andputtheoreticallearningintopractice.Typicall
y,internsarenoteligibleforanybenefitsexceptthoselegallymandatedor required by the specific
internship. Internships may last up to one year at thediscretionoftheCED.
6. Volunteers are unpaid, not eligible for any employee benefits, and work for a
limitedperiodoftime.
7. AllEEstaffshallbeclassifiedaseithermanagementornon-management.
8. Managementstaffaremembersofthemanagementteam,participatinginthedecision-making process
of the organization. Management staffs are governed by the
EthiopianCivilCodeof1960.EmployeesofGradeIVandaboveareherebygiventhedesignationofMan
agementStaff.
5.Non-Managementstaffarethoseemployeeswhoarenotmanagementstaffandgoverned by the Labor

Law Proclamation 377/2003. Employees of Grade III and
belowareherebygiventhedesignationofnon-managementstaff.
3.4. EqualEmploymentOpportunity
1. EEsubscribestoapolicyofequalopportunity.
2. Employeesandapplicantsforemploymentwillnotbediscriminatedagainstonthebasisof age, race,

colour, national origin, ancestry, creed, religion, gender, disability, maritalstatus, sexual
orientation, sexual preference, genetic information, political affiliation,
ormilitarystatus(specialdisabledveteransorveteranstatus)inanyemploymentdecisions, including
but not limited to recruitment, hiring, compensation, training
andapprenticeship,promotion,upgrading,demotion,downgrading,transfer,layoff,termination,frin
gebenefits,andallotherterms,conditions,andprivilegesofemploymentexceptasprovidedbylaw.
3. Allemployment-
relateddecisionsarebasedsolelyonrelevantcriteriaincludingtraining,experience,andsuitability.
4. EEiscommittedtoadministeringallemployment-relatedmattersinaccordancewiththeprinciple of
equal opportunity. EE also expects that each employee will abide by
theprinciplessetforthinthismanual.
5. Discriminatory behavior or action by any employee, consultant, or any other

personhousedonEE’spremisesiscausefordismissal.
6. Inadditiontoouraffirmativeactioncommitment,EEexpectsthesamecommitmentfromall
prospective employees, sources of employment, customers and suppliers,
andcommunityleaders.

7. Incident(s) of discriminatory behavior or action should immediately be brought to theattention
of a Supervisor, HR Manager or CED following the procedures outlined in thismanual under
the section entitled Grievance Procedure and Dispute Resolution.
Suchnotificationwillbeheldinconfidence.
8. EEreaffirmsitspolicyofprotectingemployees,consultants,andapplicantsfromcoercion,intimidatio
n,interference,ordiscriminationforfilingacomplaintorassistinginaninvestigationunderequalemplo
ymentopportunitystatuses.
3.5. VacancyAnnouncements
1. Vacancyannouncementsmaybemadeinternallyorexternallyasappropriate.
2. Vacancyannouncementswouldnotbenecessaryfortemporaryemployees,paidinterns, and other

short-term employments. Short term employment is here defined
asacontractemploymentofnotmorethan6-monthsinoneperiod.
3. Internal vacancy announcements shall be made for posts for which suitable candidatesmight be
available within EE. The process of selection will be in the form of transfer orpromotion.
4. Contentsofvacancyannouncementwillincludethefollowing
 Positiontitle
 Shortsummaryofdutiesandresponsibilities
 Qualificationsandexperiencerequired
 Otherskills,ifnecessary
 Applicationprocedures
 Closingdateofapplication
 Specificreference,ifnecessary,maybemadetoduration,placeofassignmentandsalaryinformatione
tc.
3.6. ReceiptofApplicationand Short-listing
1. AllcorrespondenceregardingthevacancyannouncementshallbewithinEEHRDepartment.
2. Applicationsmayalsobesubmittedinpersonunlessrestricted.
3. TheHRDepartmentisresponsibleforopeningarecruitmentfile,screeningtheapplications, preparing
shortlist on the basis of preliminary screening and inviting forinterviewsorexam.
4. The exam or interview shall be conducted in the presence of relevant

departmentdirectorsandofficers.

5. TherecommendationoftheinterviewingbodyshallbesummarizedbytheHRdepartmentafterdulysig
nedbytherecruitmentmembersandpresentedtotheCED.
3.7. Selection
1. WiththeexceptionofthosepositionsreportingtotheCED,thenextimmediatesupervisorshallparticipa
teinthefinalselection.
2. Before the final selection is made for posts in the sectors a briefing on the duty
stationshallbegiventothecandidates.
3.8. EmploymentofRelatives
1. EE allows the hiring of spouses and relatives as long as potential candidates meet
theskillsandqualificationsrequiredforthepositionandgothroughtherecruitmentprocessoutlinedinth
isdocument.
2. Spousesandrelativesmaynotsuperviseoneanother.ItisimportantthatEEconflictofinterestpolicyber
espected.
3. Nostaffmembershallsitonaninterviewpanelwherehis/herrelativeisaninterviewee.
4. Failure to provide information on relationships or suppression of such information

shallresultindisciplinaryactionontheliablestaffmember.
5. In the case of employment of a relative, the assignment of the relative in the

samedepartmentshallbeavoidedasmuchaspossible.
3.9. EmploymentofConsultants
1. Consultants are independent contractors who are directly engaged by EE for a

specificassignmentandforspecificperiodsoftime.
2. Consultants are not legal employees of EE and thus the provisions stipulated in
thismanualshallnotbeapplicabletothem.
3. TherecruitmentofconsultantsshallbetheresponsibilityoftheCEDinconsultationwiththerelevant
DepartmentDirector/Officer.
3.10. MedicalExamination
1. AllprospectiveapplicantsmustproduceamedicalcertificatefromanauthorizedHealthFacility or
from EE selected or contracted health institutions, testifying his/her fitness
toundertaketheposition.
2. Suchcertificatemustbeproducedbeforethecommencementofduty.

3.11. ContractofEmployment
1. Anyselectedemployeeoftheorganizationshallsignacontractofemploymentthatshallcontain at
least, position title, type of employment and duration, remuneration, date
ofemployment,placeofwork(Appendix1).
2. A copy of the summarized job description for the post shall be attached to contract
ofemployment.
3. The appointing authority in EE is the CED and he shall sign all employment
contractsunlessdelegated.
4. Contract of employment shall be valid and complete when it is signed by the CED
andtheemployee.
5. InadditiontothecontractofEmploymenteachnewemployeeneedstosigntheContractofSuretyshipFo
rm(Appendix2)withEErepresentativeandtheSuretyinthepresenceoftwowitnesses.Thecontractshal
lnotcometoeffectwithoutsigningtheSuretyship.
6. The surety will provide guarantee to any property or financial lose the employer wouldface in
the event of the fault or negligence of the employee in the discharge of his/herduties.
3.12. ProbationPeriod
1. All new non-management recruits shall be employed with a probation period of 45consecutive
calendar days during which time their performance for the post is beingevaluated.
2. Probationperiodformanagementstaffshallbeforthreemonths(90days).
3. A letter of confirmation signed by the CED shall be given to an employee who

hassuccessfullycompletedtheprobationperiod.
4. In cases where an employee is found to be unfit for the job, the employment may
beterminatedbytheCEDatanytimeduringtheprobationperiodwithoutnotice.
3.13. OrientationandIntroduction
1. Every new incoming employee shall be given orientation and introductions. The
HRDepartmentand/orrelevantdepartmentsshallberesponsibletoimplementthisprocess.
2. Theorientationshallincludethevison,mission,goal,policies,codeofconduct,procedures and
systems, functions of EE; and the job descriptions and
responsibilitiesthatcomealongwiththepositions.

3. Thejobdescriptionoutlinesthemaintasksandresponsibilitiesforeachpost.Theactualtaskmayvaryan
dsubjecttochange.Eachyear,duringtheevaluationprocess,andanyother time deemed necessary,
the Job description will be reviewed and, with mutualconsent,maybechanged.
3.14. SafeguardingStaffRecruitment
1. DuringStandardRecruitment:
a. JobadvertisementswillincludereferencetoEE’sSafeguardingPeoplePolicyandCodeofCond
uct,statingthatallcandidateswillberequiredtocomply.
b. Aminimumoftwoverbalreferencecheckswillberequiredforpreferredcandidates. These will

include specific questions about suitability for contact withchildrenandvulnerablepeople.
c. Candidatewillberequiredtodiscloseanyandallallegations,charges,convictionsandotheroutc
omesofanyoffencewhichrelatestoHarm,specificallynotingchildAbuseandExploitation.
d. Ifsuchsystemisavailableandpossibletogathersuchinformation,apolicecheckwillbeundertak
enonthepreferredcandidate.Ifpolicechecksarenotavailableina country, a statutory
declaration will be required of the preferred
candidatedisclosinganychargesandspentconvictionsrelatedtochildprotection.
e. Candidates will be appropriately qualified and experienced and screened

throughbehavioural-basedquestionsduringthejobinterview.
f. Offers may be made to candidates who will not work with children prior to thechecks
being completed. However, in these cases the contract will explicitly
statethatemploymentwillbeterminatedifthechecksareunsatisfactoryandadditionalsupervisi
onwillbeputinplaceuntilthecheckisfinalised.
g. Contracts will contain provisions for the prevention of a person from working
withchildreniftheypresentanunacceptablerisktochildrenanddismissal,suspensionortransfer
tootherdutiesforanyemployeewhobreachestheSafeguardingCodeofConduct(ascommensur
atetotheconduct).
2. AfterRecruitment:
a. Forpositionsrequiringcontactorworkingwithchildren:
i. specificattentionwillbepaidtotheindividual’ssuitabilitytoworkwithchildren;and
ii. childprotectionisincludedintheperformancereview.
b. Forallpositions,policechecks(ifsuchsystemisavailableinEthiopia)willberepeatedeveryfivey
earsforexistingemployees.

c. Individualsreceiveintroductory,periodicrefresherandwhereappropriatetotherolemoreintensi
vein-persontrainingonSafeguarding,includingchildprotection.
d. Onoccasion,positionsmaychangesuchthatacheckreferredabovewillberequired.Thisshallbec
arriedoutbeforetheactivitycommences.
3. Accountability:
a. AccountabilityfortheaboverestswiththeHRManagerandCED.
3.15. EmployeeRecords
1. A personal file shall be opened by the HR Department for a new employee and is to
bekeptconfidential.
2. Thefollowingdocumentsshallbeincludedineachstaffmember’spersonnelfile:
 Applicationletter
 Updatedresume
 Educationalandexperiencedocuments
 Medicalexaminationcertificate
 Copyofidentificationdocument(Passport,ID)
 Completedemployeepersonalandemergencydataform(Appendix3)
 Appointmentletter
 CopyofJobdescriptionsignedbytheemployeeandhis/herimmediatesupervisor
 SignedacceptanceofHumanResourceManual(Appendix4)
 SignedCodeofConductForm(Appendix5)
 Signedcopyoflistofequipmentandfurniturereceivedforwork
 Allcorrespondencerelatedtotheemployee
 MedicalInsuranceBeneficiaryNominationForm(Appendix6)
 Otheremployeerelateddocumentssuchasperformanceappraisals,compensations
…etc
3. Each new recruit shall be required to complete employee and emergency data formonwhich
personal information, number and names of dependents, employment
history,educationalandtrainingdata,emergencycontactinformationshallberecorded.
4. Recruits will be required to submit certificate of training, education, and experience toEE.
5. TheHRDepartmentisresponsibleforkeepingproperemployeerecords.

4. SALARIESANDALLOWANCES
4.1. General
1. EE shall seek to provide a remuneration system that attracts, retains and motivatescompetent
employees. Thus, it shall periodically survey the market and review its
paystructureinacompetitiveandequitablemannerwithothercomparablelocalnon-profit-
makingorganizations.
2. SalariesshallbepaidinBirrinarrearsONTHE30 thOFEVERYGREGORIANMONTHtothestaffmem
berordulyauthorizedrepresentativeunlessinspecialcircumstances.
th th
3. If the 30and or the 29fall on a holiday, then salaries shall be paid on the working
th
dayprecedingthe30.
4. Informationonsalaryscalesandbenefitsshallbeopentoallemployees.However,individualsalaryinfo
rmationwillbekeptconfidential.
5. Noticeofauthorizationtomake,stopordeductpaymentofsalaryshouldbepassedinwritingtofinancesi
gnedbyCED.
6. Employeesshallsignonthepayroll/
bankformconfirmingreceiptofsalaryortransferstotheirindividualbankaccount.
4.2. SalaryStructure
1. EEshallhaveasalaryscalebasedongradesandhorizontalincrementalsteps.However,thegrademaych
angeasrequiredbasedontheavailabilityofsufficientfunds.
2. Thissalaryscaleshallbereviewedwhenevernecessaryandbeoperationalonlyafteritisapprovedbythe
CEDoftheorganisation.
3. Consultants, short term contract employees, part - time, casual employees and
expertsshallbepaidindifferentmannerthatwillbenegotiableandatthediscretionoftheCED.
4. Newrecruitswill,asmuchaspossible,beplacedatthefirststepoftheapplicablegradeorcouldbenegotiat
edbasedontheirpreviousearninghistory.
4.3. IncrementandAdjustments
1. Meritincrementsaremadeasagestureofthanksandacknowledgement,meanttomotivateemployeesfo
rperformanceachieved.
2. Salaryincrementsaremadeonlyifthereareavailablefunds.

3. Goodperformancewillsomehowbeacknowledgedinwritingandappropriatelyrewardedlaterevenwh
entheremaynotbesufficientfunds.
4. Annual increment shall be granted in the form of step increases as indicated in the
jobandsalarygradebasedonperformance.
5. TheCEDshallnotifyallpayrollchangesinwritingtotheFinanceSection.
6. Employees who have reached the ceiling of the scale in the grade shall not be
eligibleformeritincrements.
7. AuthoritytoinstructthefinancedepartmenttomakepayincrementsoradjustmentslieswiththeCED.
4.4. SalaryAdvancesandLoans
1. Fundsaremainlyreceivedtorunprojectsanddeliverservicesforthosewhoneedsthemmost. As a
matter of priority and conscience, it is therefore not EE policy to give
salaryadvanceswhichmayhampertheimplementationofprojects.
2. Loansarenotallowable.Employeesareexpectedtolivewithintheirmeans.
4.5. OvertimePay
1. ItisthepolicyofEEnottomaintainfundsforover-
timework.Allworkisexpectedtobedoneduringworkinghours.
2. Sometasksatanygiventimemayrequireover-timework.Suchexceptionalcircumstances in very rare

instances may be offered with Compensatory Time Off(C.T.O).
3. Noovertimeshallneitherbeclaimednorpaidforworkdonewhileonfieldtrip.
4.6. SalaryDeductions
1. Deductionsfromsalarymaybemadeforthefollowingreasons:
 Taxes,andotherpubliccharges
 Courtorder
 Voluntarycontributions
 Providentfundcontribution
 Administrativeanddisciplinarymeasuresetc.
2. All deductions must have supporting documents and must be approved by the CED
orotherappropriatedelegatedbodybytheCED.

4.7. TravelAdvanceandPer-diems
1. The CED shall approve international travel advances; while local travel advances
canbeapprovedbytheFinanceDirector/Officer.
2. Until settled, travel advance taken will be accounted as receivable from the
employeewhowithdrewtheadvance.
3. Employees are required to settle the travel advance they took within three days afterthey return
from their travel by detailing on Travel Report Form(See Appendix 5FO
intheFinanceandOperationsManual).
4. Valid transaction documents shall be produced while employees settle their traveladvances.
5. Detailsoftravelexpendituresshallbereviewedandapprovedbytheimmediatesupervisorbeforeitisacc
eptedasvalid.
6. PerdiemsshallbepaidifemployeestravelawayfromtheirdutystationforEEbusiness.
4.8. ActingAllowance
1. DecisiontofillatemporarypositionbyanactingstaffshallbemadebytheCED.
2. Suchdelegationshallbemadeinwritingcopiedtoallrelevantunitsandpersons.
3. The staff member who fills up a position temporarily with written authorization shallreceive an
acting allowance. This acting allowance shall only be paid if the
actingpositionisheldbythepersonforaperiodexceeding90consecutivedays.
4. The acting allowance shall be an amount equivalent to 15% of the acting

member'smonthlysalaryandshallbecalculatedinproportiontotheactualperiodofservice.
5. Actingallowanceshallnottakeintoaccountbenefits.
4.9. RelocationAllowance
1. Newstaffhiredrelocatedmorethan400KMfromhis/
herhomeofrecordmaybeeligibleforarelocationallowancetohelpthemdefraythecostofmovingtothea
ssignmentpost.
2. Employees will be eligible for relocation costs and/or temporary lodging per diem asfollows:
2.1. Relocationofemployeeandfamilyshallbebythemostexpeditioustransport(receiptsrequired).Perdi
emwillbepaidonlyfortheemployeeandhis/
herspouseduringtravelstatusaccordingtoEEperdiempolicy.

2.2. Expenseofmovinghouseholdeffects(HHE)willbereimbursedtoamaximumofETBtwothousand(2
,000.00)(receiptrequired).
2.3. The employee is responsible for finding and paying his/her housing expenses at thenew
location. The Project will pay a maximum per diem of five (5) calendar days’
andtemporarylodgingatthenewlocation(receiptrequiredforlodgingexpense).
2.4. UponcompletionorterminationoftheProjectorterminationoftheemployee’sposition, an
employee who received reimbursement for initial appointment relocationwill be reimbursed,
per above mentioned terms, for return relocation to his/her homeof record at the time of initial
employment. The exception is total reimbursement
forHHEmovement(receiptsrequired)willbeincreasedbytenpercent(10%)foreachfulltwelve(12)-
monthperiodemployeehasbeenemployedbytheProject.
2.5. Reimbursement for an alternative location may not exceed cost of relocation toresidence of
record at time of initial employment. Temporary lodging will not be
paidduringrelocationtohomeofrecord.
2.6. Staffmustsubmitproperdocumentationforreimbursementwithin30daysofrelocating,orbyapre-
determineddateaspertheprojectcloseoutplan.
2.7. Transportation will not be provided in cases where staff resign or are terminated forcause.

5. BENEFITS
5.1. General
The objective of the benefits facility is to motivate employees', increase job satisfaction
andenhanceorganizationalimageamongothers.Thebenefitpackageissubjecttofundavailability.
5.2. EthiopiaGovernmentPensionFund
1. AsperEthiopianLaw,EEwillmonthlycontributetotheGovernmentofEthiopiaPensionSchemeforall
employees.Therateis10%fromEEand8%fromtheemployee.
2. ThepensionfundshallbemanagedbytheFinanceDepartment.
3. All employees who have completed their probation period (of forty-five or ninety
days)areeligibleforthisbenefit.
4. Onlyregularstaffmembersareeligibleforthisscheme.
5. Allsalarydeductionswillbeshownoneachemployee’spaybulletin.
5.3. HealthInsurance
1. EEshallhaveaninsuranceschemeforemployeesanddependentfamilies.
2. EE will pay all initial, enrolment, and annual premiums for a local health care plan
onbehalfoftheemployeesandtheirdependents.
3. Upon hire, each employee shall complete a “dependents form” listing the names andbirth dates
of all their eligible dependents. Dependents are defined as a spouse,unmarried children under
21-years-of-age, and children who, regardless of age, areincapableofself-
support(proofmustbesubmitted).
4. Employees and dependent families could get medical services from any recognizedmedical
organizations as long as they are within the limits for outpatient and
inpatientcarecoveroftheinsurancepolicy.
5. All employees and their immediate dependent family members shall be entitled
toreimbursementoftheirmedicalexpenses,aspertheinsurancepolicy.
6. Theorganizationshallnotcoveranyfurthermedicalexpensesincurredbytheemployee.
7. TheHealthInsuranceplanwillcoverthefollowingforstaffandtheirdependants):

7.1. AnnualmaximumbenefitBirr12,000foremployeesandBirr6,000fordependents/
year(Doctor'sfee/cardandhospitalbedchargesareunlimited);
7.2. MaternitybenefituptoBirr1,000forfemaleemployeeandBirr500forfemalespouse
/year;
7.3. Pregnancycheck-up,uptoBirr1,000forfemaleemployeeandBirr500forfemalespouse/year;
7.4. Deliveryrelatedexpensefornormalbirth,andCSdeliveryuptoBirr3,000forfemaleemployeeandBir
r1,500fordependents;
7.5. EyeglassesbenefituptoBirr3,000foremployeeandBirr2,000fordependent/year;
7.6. Denturesand/ordentalfillinguptoBirr4,000foremployeeandBirr2000fordependent
/year.
8. For reimbursement, the employee shall present valid receipts of treatments,

prescribedmedicines,advisedbythedesignatorclinic’sphysician,andmedicalcertificate.
9. Fortheemployeesjoiningtheorganizationmidwayduringthecalendaryear,thebenefitshallbecalculat
edproportionally.
10. There shall not be carryover of the medical benefit from one calendar year to
anothercalendaryear.
11. All regular employees whose contract of employment is a year or more are eligible
forthisbenefit.
12. The employee shall complete, sign and submit the Medical Insurance
BeneficiaryNominationForm(Appendix6).
5.4. LifeInsurance
1. EEshallestablishaprotectionplantocoveraccidentandinjurycostsforitsemployees.
2. Onlyregularstaffs(Fulltime(40hrsperweek),andpartimeworkersworkingfor>50%of their time

(20-39 hours/week) are eligible for Life and Disability Insurance.
Theinsuranceforregularparttimeworkerswillbeproratedbasedonannualsalary.
3. The scheme shall provide a compensation for death, permanent total disablement,temporary
total disablement, and medical, surgical and hospital expenses incurred
inconnectionwithanaccident.
4. Staff will have a group personal accident insurance. The benefit pays out a total of 5years salary
in case of death by accident. Moreover, staff will be covered by a
systemoflifeinsurance.ThelifeinsurancebenefitpaysoutBirr400,000-or2.5-yearssalary

whicheverishighertothebeneficiaryifallcontingenciesaremetaccordingtotheinsurerslifeinsurancepolicy.
5. In the event that life insurance is denied by the vendor, EE is not liable for payment
tobeneficiaries.
6. TheInsurancepolicyshallrelievetheorganizationfromliabilitiesstatedasJOBRELATEDACCIDEN
TinthelabourProclamation377/2003andtheEthiopiancivilcodeforthemanagementstaff.
5.5. InternationalTravelInsurance
1.ForEEstafftravelingoutsideEthiopiaforwork,additionalmedicalcoverageforemergencymedicalservice
sandevacuationisprovidedattheexpenseoftheproject.
5.6. ProfessionalOrganizationMembership
1. EE will reimburse employees up to Birr 500 annually for one (1) membership in aprofessional
organization relevant to their job function. Reimbursement of
membershipcostsiscontingentuponsubmissionofaninvoiceandproofofpayment.
2. ThisprogramissubjecttoCEDapproval.

6. EMPLOYEEPOLICIES
6.1. General
1. The reputation of EE is paramount for our successful work and each EE staff
memberisexpectedtotakepersonalresponsibilityfortheiractions,conducthimselforherselfina
positive and ethical manner, and adhere to the highest standards of honesty
andintegrity.Employeesareexpectedtomaintainsatisfactoryjobperformance.Appropriatemeasures
, including immediate dismissal, may be rendered for failure to uphold thesestandards.
6.2. WorkHours
1. Allregularfull-timeemployeesareexpectedtoworkforatleast40hoursperweek.
2. Thestandardhoursofworkwillbe8:20AMto17:30PMMondaythroughFriday,withaone-hour
unpaid lunch period between 12:30 PM and 13:30 PM from Monday toThursday; and a 110
minutes unpaid lunch break between 11:40 AM 13:30 PM onFriday.
3. The following employee positions will have a forty-four (44)-hour workweek: Drivers,Cleaners
and Office Assistants. The standard hours of work for these positions will bebetween 07:45 AM
and 17:45 PM, with the same period of lunch break as otheremployees.
4. Changesinthesehourswillbemadeininstanceswhereprojectoroperationalefficiencywillbeincreased
byhoursotherthanthosestatedabove.
5. AnychangesinworkinghoursmustbeauthorizedbytheCED.
6. Employees are expected to arrive promptly in accordance with established

workinghoursunlesspriorpermissiontobeabsentorlatehasbeengivenbythesupervisor.
7. Absences or delayed arrival must be reported to the employee's supervisor as soon aspossible.
8. Allpublicholidays(inEthiopia)designatedbylawshallbeobserved.However,employees may be
required to work on public holidays when special or emergencysituations demand. In such
cases they will be compensated with time-off, which will bearrangedseparately.
9. Adayoffisnotallowedifpublicholidaysfallonweekends.
6.3. Delegation
1. Onlyauthorityisdelegated.

2. The one acting under delegation shall be responsible for the acts done or
underperformed.Responsibilityliesalsowiththepersongivingthedelegation.
3. Anyoneunderdelegationwillnotintroducenewpolicy.
4. Delegation will be done in case of leave, training, trips, or other reasons for a period ofmore
than 5 working days. In such cases there needs to be someone to act on
his/herbehalfforthesmoothoperationofthework.
5. Thepositiononestephigherthanthepostbeingdelegatedshallapprovethedelegation.Thedelegationtot
hepositionofadepartmentheadshallbeapprovedbytheCED.
6. Thepersonwhoproposesthedelegationshalldraftthedelegationandsubmitinwritingtotheauthorityo
nestephigher orotherappropriate.
7. TheCEDmaydecidethepersonstobedelegated.
8. Delegationshouldalwaysbeinwritingandcopiedtoalldepartments.
6.4. MobilePhonePolicy
1. Mobile telephones are permitted to be used during work hours; however, employeesshould
limit the use of cellular telephones for personal purposes and utilize them in
amannerthatiscourteoustootherstaffandtheworkenvironment.
2. Staff will receive a fixed amount for mobile phone and internet service every month
aspertheallocationapprovedbytheCED.Cashwillnotbegivendirectly.
3. As a matter of personal safety and the safety of others, staff may not use mobiletelephones
while driving company-owned or company-hired vehicles. This applies toboth verbal and text
messaging, and staff are strongly encouraged to apply this rule topersonalvehicleuseaswell.
4. Personal use of EE provided phones is not authorized. Any cost incurred when
usingthephoneforpersonalusewillbedeductedfromanemployee’spaycheck.
6.5. TrainingandDevelopment
1. EE encourages employees to increase their job proficiency in their current position,

ortomeetfuturerequirementsoftheprojecttheyareworkingon.
2. Eyu- Ethiopia will organise on the job- trainings, seminars and conferences in
relevantareas.AttendanceofthesetypeoftrainingswillrequireapprovalfrombytheCED.
3. Staffscanrequestrelevanttrainingstosupporttheirwork.Insuchcasesthesupervisorsmustcheckavaila
bilityof fundsandwillrequestapprovalfromtheCED.

4. Staffs are allowed to peruse trainings or educations privately. However, this must
bedonewiththeapprovaloftheCEDandwillonlybeapprovedifthetrainingwillnotharmperformances
atworkanddeductsworkingtimes.
5. Any training that is found to be negatively impacting Eyu-Ethiopia’s work and workingtimes
must be stopped. In such cases, employees will be told in writing, and if theemployee is not
willing to stop the training his/her contract will be terminated withoutfurthernotifications.
6.6. WasteReductionInitiatives
1. Staffsareencouragedtoavoidprintingifunlessdeemednecessary.
2. Doublesideprintingisencouraged.
3. Turnoffcomputer,monitor,speakers,andofficelightsandtheendofeachworkday.
4. Setcomputerstosleepwhennotinuseduringtheworkday.
6.7. SubstanceAbuse
1. It is Eyu-Ethiopia’s policy to create and maintain a drug-free working environment.

Insupportofthispolicy,thefollowingguidelinesneedtobefollowed.
1.1. Theunlawfulmanufacture,distribution,dispensing,possession,oruseofanycontrolledsubstance(a
slistedintheUSScheduleI-VofSection202oftheControlledSubstances Act, 21 U.S.C. 812, and
implementing regulations) is prohibited on
EEpremisesoronanyothersitewhereworkisperformedonbehalfofEE.
1.2. Theuseofacontrolledsubstancepursuanttoavalidprescriptionorotherlegaluseisnotcoveredbythisp
olicyandshouldbereportedtotheHRdepartment.
1.3. Theuseofcontrolledsubstancesdeemedculturallyappropriateisnotallowed.
1.4. Anyonereportingtoworkwhileundertheinfluenceofacontrolledsubstanceoralcoholwill be asked

to leave the company's premises and may not return until the
employeeiscompletelyfreefromtheinfluenceofdrugsoralcohol.
1.5. As a condition of employment, each employee must agree to abide by EE’s drug-
freeworkplacepolicy,andtonotifyEEnolaterthanfive(5)daysfollowinghis/
herconviction(orpleaofnocontendere)forviolationofacriminaldrugstatutewhichoccurredinthew
orkplace.Withinthirty(30)daysfollowingsuchnotice,theemployeewillberequiredtoparticipateina
drugabuseassistanceorrehabilitationprogram.

1.6. Failureofanemployeetoabidebytheguidelinesestablishedinthispolicywillbegroundsforsummary
discharge.
1.7. BysigningtheEmployeeManualacceptanceform(Appendix4),employeesacknowledgethattheyh
avereceivedacopyofthispolicy,understanditscontent,andare aware of the consequences of their
failure to follow these guidelines.
FurtherinformationaboutsubstanceabusecanbeobtainedfromtheHRManager.
6.8. SmokingPolicy
1. SmokingisprohibitedintheEEofficeandvehicles.
2. Thissmokingbanappliestotheentirebuilding,includingprivateoffices,storageareas,restrooms, and
internal stairwells. It applies at all times, including hours outside thenormalworkday.
6.9. Anti-SlaveryandHumanTraffickingComplianceDirective
1. EEsubscribestoapolicyofopposingprostitutionandhumantraffickingbecauseofthepsychologicalan
dphysicalriskstheyposeforwomen,menandchildren.
2. EE personnel and programs are not allowed to promote or advocate the legalization
ofprostitution,orsexorhumantrafficking.
3. ItisEE’spolicy:
a. Nottodirectlysupportanyorganisation,initiativeoractivitythatcauses,promotesorcontributesto
modernslaveryorhumantrafficking.
b. Nottoknowinglyengage,contractorworkwithanyentityororganisationthatcauses,promotesorc
ontributestomodernslaveryorhumantrafficking.•
c. Tomaintainrisk-assessedandtransparentsupplychains.
d. Toremainalignedandco-operatewithactivitiesoftheincountryandGlobalAnti-
Slaverydirectiveandpolicies.
4. DuringinterviewswithpotentialEEstaff,candidatesshallbeinformedEE’sSafeguardingPolicy.
6.10. CommunicableDiseasesintheWorkplace
1. EEwillmakeeveryfeasibleefforttoprovideasafeandcleanenvironmentforemployeesincluding
minimizing the spread of communicable diseases such as TB or influenza intheworkplace.
2. ItisEE’spositionthateachemployeehastheresponsibilitytoprotectcolleaguesbynotcoming to work
when s/he has either symptoms and/or a diagnosis of a
communicabledisease.PleaserefertotheSickLeavepolicyinSection8.3.

6.11. SafetyandSecurity
1. Toassistinprovidingasafeandhealthfulworkenvironment,allemployeesareexpectedtoobeysafetyrul
esandtoexercisecautioninallworkactivities.
2. Allemployeesmustimmediatelyreportanyunsafeconditiontotheirsupervisor.
3. Employees who violate safety standards, cause hazardous or dangerous situations, orfail to
report may be subject to disciplinary action, up to and including termination ofemployment.
4. Inthecaseofanaccidentthatresultsininjury,regardlessofhowinsignificanttheinjurymayappear,empl
oyeesshouldimmediatelynotifytheirsupervisors.
5. The EE Operations Manual details the safety and security procedures that are to
befollowedbyallemployees.Employeesshouldreviewthissectionandfamiliarizethemselveswithall
procedures.
6. All new employees are required to provide emergency contact information to the
HRManagersoitcanbeaddedtotheprojectphonetree.
6.12. SystemsResources
1. EEhasdevelopeditscomputerandtelecommunicationsresourcestosupportitsprogrammesobjectives
andactivities.Thesesystemsgiveusaccesstoawiderangeofsoftwareapplicationsandtheabilitytointer
actwithothercomputersviatheInternet.Asthepossibleusesofthesesystemsgrow,sodoesthepossibilit
yofresourceconstraintsandabuses.
2. In order to ensure that computer resources are used efficiently and within applicablelaw, EE has
developed the following guidelines to confirm that our systems are
usedprimarilytosupportEEbusinessactivities:
2.1. EEcomputersandtelecommunicationssystemsarelimitedtoEEemployees,consultants,andotherin
dividualsengagedinfurtheringtheobjectivesoftheorganisation.Thesystemsshouldnotbeusedinam
annerthatisunlawfulorjeopardizestheproject’sobjectives.
2.2. Any personal use of these systems by employees or consultants should be limited,should not
hinder the resource by making it unavailable to others, and should
notsupportanypersonalbusinessventure.
2.3. We consider limited use of electronic mail to include exchange of personal mailmessages, but
not the exchange of large files, inclusive of graphics, video clips orsound,etc.

2.4. Please be considerate when sending or responding to e-mail – individual or global.Assess the
correspondence as it should be useful and appropriate to the
receivingparty(ies),limitedbutnotexclusiveofpersonalorpoliticalopinion.
2.5. The electronic mail system is not to be used to create and/or distribute any
offensiveordisruptivemessagesand/orphotographiccontent.Amongthosewhichareconsidered
offensive, are any messages which contain sexual implications, racialslurs, gender- specific
comments, or any other comment that offensively
addressessomeone’sage,race,colour,nationalorigin,ancestry,creed,religion,gender,disability,ph
ysicalormentalhandicap,maritalstatus,sexualorientation,sexualpreference,ormilitarystatus.
2.6. In the course of investigating problems with our systems, it is sometimes necessaryfor EE’s
computer system administrators to view files, e-mail, and other
electroniccommunications.EEreservestherighttoaccessthisinformationatanytime.
2.7. If an employee checks out a piece of equipment, s/he remains responsible for it whileit is in
her/his possession. If the equipment is lost, stolen, or damaged due to neglector carelessness
on the part of the employee, the employee may be held responsibleforthereplacementcost.
2.8. TheOperationsManualfurtherdetailsconditionsforappropriateinformationtechnologyuseaswella
scheckingoutcomputersandrelatedequipment.Allemployeesshouldbefamiliarwiththissection.
6.13. Confidentiality,andPublicationandDisseminationofInformation
1. EE employees have access to highly confidential and proprietary information, not

onlyofEE,butresearchparticipants, clientsandcustomersitserves.
2. Employees and clients trust EE with highly sensitive information. The unauthorizeddisclosure
of such information or the improper use of the EE name would have anadverse impact on the
integrity of EE and would have an adverse impact on
ourrelationshipswithouremployees,clients,orcustomers.
3. SuchimproperdisclosurescouldexposeEEandthedisclosingemployeetolegalliabilityto other
employees, study participants clients, or customers to the extent that they areharmed.
4. Eachemployeeisresponsibleforsafeguardingagainsttheft,loss,unauthorizeduse,ordisclosure of
internal or external business transactions. Therefore, when you haveaccess to such information
in the course of your work, you must take whatever
stepsarenecessarytoassurethatitishandled,stored,transmitted,ordestroyedinamannerthatwillpreclu
delossormisuse.

5. Confidential or proprietary information includes but is not limited to all type of
researchdata,copyrightmaterials/photographs,tradeinformation,data,procedures,methodology,de
velopments,marketingplans,newproducts,financialinformation,softwareapplications,licenses,ori
nformationregardingemployees,clients,orcustomers. Such confidential or proprietary
information has been created, discovered,or developed by, or has otherwise become known to
EE, or is information in whichpropertyrightshavebeenassignedorotherwiseconveyedtoEE.
6. Under no circumstances should any confidential or proprietary information be copied,disclosed,

or removed from EE premises without the prior express permission of theCED.
7. All requests for employee information or reference from outside sources for
personscurrentlyorformerlyemployedbyEEaretobereferredtotheCED.Suchsourceswouldinclude,
but are not limited to, real estate firms, financial institutions, credit agencies,
orprospectiveemployers.
8. Abreachofconfidentialitymayresultindisciplineuptoandincludingtermination.
9. The EE role of conducting human researches, providing managerial and

researchsupporttooperationalhealthprogramsrequiressensitivitytothedisseminationofdata,proced
ures,andmethodology.
10. Although EE’s impact is dependent on the dissemination of research results

andgeneralizationofourexperiences;itisnecessarytoabidebythedesiresoftheorganizationsEEserve
s.
11. Staffmembersareencouragedonlytousepublicationchannelsforsharinginformationwhenthisaction
isapprovedbyEE,andpartnersorganizations.
12. AllreleasedofinformationorpublicationsinanmediabyEEemployeesneedtobefirstapproved by the

CED regardless of the involvement or the ownership of EE in theinformationtobereleased.
13. As the impact of EE work is in part determined by the clarity and precision of
ourcommunication,itisexpectedthatthestaffwilltakeadvantage,ataminimum,ofinternalcriticism
and editorial review of all professional work derived from EE activities. Issuessuch as timing
and authorship should be decided upon with the CED as part of normalworkplans.
6.14. ConflictofInterest
1. Employees of EE shall at all times act in a manner consistent with their

fiduciaryresponsibilitiestotheorganisation’sprogrammesandshallexercisecarethatnodetrimenttoE
Eresultsfromconflictsbetweentheirinterestsandthoseof EE.
2. The use of EE’s time, personnel, equipment, supplies, or good will should be used
fornothingotherthanorganizationalactivities,programs,andpurposes.

3. Noemployee,officer,oragentshallparticipateintheselection,award,oradministrationofacontractifar
ealorapparentconflictofinterestwouldbeinvolved.
4. An individual is considered to have a conflict of interest when the individual,

employee,officer,oragent,anymemberofhis/herimmediatefamily,his/herpartner,oranorganization
which employs or is about to employ any of the parties indicated herein,has a financial or other
interest (inclusive of accepting gifts) in the firm selected for
anawardwhichimpairsormightappeartoimpairtheindividual’sindependenceofjudgmentinthedisch
argeofresponsibilitiestoEE.
5. It is expected that employees will provide full disclosure in writing to the CED of anyoutside
activities before joining EE and inform EE of any activities in advance
ofacceptingthemwhenemployedbyEE.Thisincludespart-
timeemployment,servingasaboardmember,orparticipatinginmanagementofanythirdpartydealing
withEEoracompetingorganization.
6. EE reserves the right to evaluate and require a change in outside activity should it
becontrarytotheconflictofinterestpolicytowhichwesubscribe.
7. AlldisclosureswillbemaintainedinadesignatedfilewithintheEEHRfiles.
8. Non-disclosurewillresultincorrectiveaction.
6.15. Long-termIllness/DisabilityPolicy
1. Employees who have life-threatening diseases such as cancer, heart disease, or

AIDSoftenwishtocontinuetheirnormalpursuits,includingwork,totheextenttheirconditionallows.E
Esupportssuchendeavoursaslongasemployeesareabletomeetacceptableperformancelevels.
2. As is the case for other disabilities, EE will make reasonable accommodations to allowqualified
employees with life-threatening illnesses to perform the essential functions oftheirjobs.
3. EE treats all employees’ medical information confidentially and makes

reasonableprecautionstoprotectsuchinformationfrominappropriatedisclosure.
4. Allemployeeshavearesponsibilitytorespectandmaintaintheconfidentialityofemployeemedicalinfo
rmation.
6.16. OutsideRelationshipsandConsulting
1. EE staff are expected to allocate their entire professional work effort to EE
approvedactivitiesandthemissionoftheorganization.

2. WhileEEencouragesappropriateparticipationin,andcooperationwithotherorganizationsinvolvedi
nsimilarendeavoursforthepublicgood,itisexpectedthatsuchrelationships will normally be an
integral part of regular work and will therefore be paidforbyEE.
3. WheresuchrelationshipsrequireseparatepaymentforEEservices,EEemployeesareexpectedtobillthi
rdpartiesfortheseexpensesthroughEE;unlessotherwisespecifically stated in writing, personal
consultation for fees in areas of EE interest isincompatiblewithitspolicy.
6.17. Anti-FraudandCorruptionPolicy
6.17.1. DefinitionsandScope
1. “Fraud”is defined by the US governmentas intentionaldeception to deprive thegovernment

unlawfully of something of value or to secure something for
individualbenefit,privilege,allowanceorconsideration.
2. Fraud can occur in all aspects of a project, and is not limited to individuals working
onprocurementorpurchasingactivities.Examplesoffraudcaninclude:
 Productsubstitution
 Ghostemployees
 Billingforservicesnotrendered
 Theftofmaterials
 Overchargingofproductsandlabour
 Cuttingcorners
 Kickbacks(“commissions”)
 Bribes
 Collusion/Bidrigging
 Conflictofinterest
3. Corruption is the abuse of entrusted power for illegitimate individual or group benefit.The most
obvious example of this is bribery but other examples include
extortion,conflictsofinterestandfavouritism.
4. Bribery involves the offering, promising, giving, accepting or soliciting of an

incentive(financialornon-financial)todosomethingwhichisillegalorabreachoftrust.
5. Money laundering is the process by which the proceeds of crime are converted
intoassets,whichappeartohavealegitimateorigin.Thefollowingareillegal:theconcealing,disguising
,convertingortransferringofcriminallyobtainedproperty;becominginvolvedinanarrangementfacili
tatingtheaboveandtheacquisition,useandpossessionofcriminalproperty.Itisalsoanoffencenottodis
closeoneoftheabove.

6. Unethical or fraudulent behaviour can have an extensive and serious impact on
you,yourcolleagues,EE,projects,andultimately,thoseweareworkingtohelp:
 Employees:reprimand,fines,termination,jail.
 EE:fines,lossoffunding,lossofreputation,companyforbiddenfromhavinganyfurthercontractsorg
rantswith anyfundingagencies.
 HealthSystems:lowervalueforthemoney,lackofnecessarymedicinesandsupplies,reducedhealt
houtcomes.
 EndUsers:poorqualityservices,nomedicines,illness,prematuredeath.
7. EE has Zero tolerance to fraud, corruption and money laundering activities. Zerotolerance
means that we have put in place mechanisms to prevent, detect and deterabuse; and, that any
suspicion or allegation of fraud, corruption, money laundering andterrorist financing, whether
perpetrated by staff, trustees, donors, contractors,
partnersorbeneficiarieswillbefullyinvestigated.
6.17.2. PreventionandDetection
1. Understanding the risk of fraud, corruption and money laundering that EE faces is keyto being
able to prevent these from happening. A periodic risk assessment will
beundertakentofurtherstrengthenourpreventativeanddetective.
2. EveryoneinEEisresponsibleforthePreventionandDetectionofabuse.Thecommitment and
dedication of all staff is a vital ingredient to improve protection. Ourstaff should remain vigilant
and report all instances they become aware of using thereportingproceduresbelow.
3. Belowareindicatorsofpossiblefraud,corruption,moneylaundering:
3.1. Physicalfraudindications
o Cashonlytransactions;
o Unusualdiscrepanciesinaccountingrecordsandunexplaineditemsonreconciliations;
o Documentsoraccountbooksmissing;
o Highnumbersofcancelledcheques;
o Commonnamesunexpectedlyappearingaspayees;
o Duplicatedpaymentsorcheques;
o Transactionstakeplaceatunusualtimeswithirregularfrequency,unusualor‘round’amountsor
tounknownrecipients;
o Payments made to individuals or companies with family or business
connectionstoanemployee;
o Oneindividualhascontrolofafinancialprocessfromstarttofinish;
o Risingcostswithnoexplanation;
o Customersorsuppliersinsistingondealingwithjustoneindividual;

o Tenderingtoonesupplieronlyortothesamesuppliers;
3.2. BehaviouralfraudIndicators
o Vagueresponsesgiventoreasonableandlegitimatequeriesand/
orthesequeriesareleftunexplained;
o Employeeswhoareexcessivelysecretiveinrelationtotheirwork/
reluctanttoacceptassistancewithfinances;
o Formatoffinancialinformationpresentedtomanagementsuddenlychangedorbecamemoreco
mplicatedanddifficulttounderstand;
o Someonetryingtodelayworkreviewsoraudits;
o Employeeswhoconsistentlyworklongerhoursthantheircolleaguesfornoapparentreason;
o Employeeswhoarereluctanttotakeholidaysand/ortimeoff;
o Employeesknownbyotherstobeunderduressforpersonalorfinancialreasons;
o Employeeswithasuddenchangeoflifestyleand/orsocialcircle;
o Employees who are aggressive or defensive when challenged and/or
controllingofcertaincolleagues;
oEmployeeswhoaresubjecttocomplaintsand/ortendtobreaktherules;
o Employees who appear to make a greater than normal number of
mistakes,especiallywheretheseleadtofinanciallossthroughcashoraccounttransactions;
o Employeeswithcompetingorundeclaredexternalbusinessinterests;
o Employeeswhosubmitinconsistentand/orunreasonableexpenseclaims;
o Prospective employees who are reluctant to provide full background
informationorwhoprovideinaccurateorinconsistentinformation;
o Managerswhoavoidusingtheprocurementteam.
3.3. PossibleIndicatorsofCorruption
o Abnormalcashpayments;
o Pressureexertedforpaymentstobemadeurgentlyoraheadofschedule;
o Payments being made through a third party - for example, goods or
servicessuppliedtoentity'A'butpaymentisbeingmade,usuallytoashellcompany/entity'B';
o Abnormallyhighcommissionpercentagebeingpaidtoaparticularagency;
o Private meetings with public contractors or companies hoping to tender forcontracts;
o Lavishgiftsbeingreceived;
o Anindividualwhonevertakestimeoffevenifill,orholidays,orinsistsondealingwithspecificco
ntractorshimselforherself;
o Makingunexpectedorillogicaldecisionsacceptingprojectsorcontracts;
o Abuseofthedecisionprocessordelegatedpowersinspecificcases;
o Agreeingcontractsnotfavourabletotheorganisationeitherbecauseofthetermsorthetimeperio
d;
o Unexplainedpreferenceforcertaincontractorsduringtenderingperiod;
o Avoidanceofindependentchecksonthetenderingorcontractingprocesses;

o Bypassingnormaltenderingorcontractingprocedures;
o Invoicesbeingagreedinexcessofthecontractwithoutreasonablecause;
o Missingdocumentsorrecordsregardingmeetingsordecisions;
o Paymentof,ormakingfundsavailablefor,highvalueexpensesorschoolfees(orsimilar)onbeha
lfofothers.
3.4. PossibleIndictorsofMoneyLaundering
o LargedonationsfrompersonsunknowntoEE;
o DonationsconditionalonparticularindividualsororganisationsbeingusedtodoworkforEE;
o Offers of donations in cash, for a certain period of time, where the charityreceives the
interest, but the principal is returned to the donor at the end of thespecifiedperiod;
o Donations in foreign currencies, with the provision as above, but the principal
istobereturnedtothedonorintheformof EthiopianBirr.
4. Individually tailored training sessions on this policy will be conducted to support keybusiness
roles and functions to ensure that partners and staff understand the risks
andhowtomitigatethemeffectively.
5. EE has a well-developed financial policy, which is documented in the Finance andOperations

Policy Manual. It is absolutely essential that the provisions of the policy
arecompliedwithastheoperationofthesecontrolsisthesurestwayto
6. In addition to being preventative, EE’s Financial and Operation policy is designed

tohaveadetectivecomponentthatenablesinternalabuseandirregularitytobeidentifiedandinvestigate
d.
6.17.3. ReportingUnethicalandFraudulent Behaviour
1. Ifyouobserveunethicalorfraudulentbehaviourorifyouareaskedtoengageinsuchbehaviorinthecours
eofyourworkforEE,youmustreportit.
2. ThereportshouldbefirstorallyandtheninwritingusingtheFraudandCorruptionReportingForm(App
endix7)
3. Pleasefollowthefollowingprocedure:
a. Discusswithyourimmediatemanagerand/
ortherelevantfunctionalheadofdepartmentortheFinanceandOperationsDirector.
b. Ifyoubelieveyourimmediatemanagerisinvolved,discusswithitwiththeCED.
c. Ifthesuspicionappearswellgrounded,TheCEDshallcompletetheFraudandCorruptionRe
portingFormandsubmitittotheBoard,andtotheCivilSocietiesOrganisationAgency(CSO
A)ifnecessary.
d. If you believe the CED is involved report directly tothe Chair of the
Boardand/orforbiggermaterstotheCivilSocietiesOrganisationAgency(CSOA).

4. Should an investigation ensue as a result of a reported incident it is imperative
thatstaffcooperateintheinternalorexternalprocess.
5. Remember,ifyoudirectlyobserveunethicalbehaviouranddonotreportit,thatisalsoconsideredunet
hicalandfraudulentbehaviour!
6. If you are uncertain about whether what you have seen is unethical or
fraudulent,pleasediscussitwithyourCEDortheFinanceandOperationsDirector/HRManager.
7. Shouldasuspicionoffraud,corruption,moneylaunderingorterroristfinancingbe reported,
this will be thoroughly investigated to determine the value
andextentofEE’sexposure.ThisinvestigationwillbeledbytheCEDandtheBoardChair.
8. EE will take action as a result of reports and investigations. This may
include,butisnotlimitedto,informingthepolice,informingtheCivilSocietiesOrganisationAg
ency, informing the external auditors, terminating the partnership/suppliercontract,
terminating the contract of employment, or improving the controlframework.In taking
these actions EE will comply with local legislation.
9. Ifallegationsarefoundtobedeliberatelyfalseormalicious,thiswillberegardedby the
organisation as misconduct and appropriate disciplinary action may betaken.

6.18. OverarchingSafeguardingPolicy
6.18.1. DefinitionandPurpose
1. Safeguardingmeansactions,policiesandproceduresthatcreateandmaintainprotective
environments to enable people to live free from harm including exploitation,bullying,
harassment and abuse. A safeguarding approach minimises the risk of harmto children and
adults and includes responding appropriately to any
safeguardingconcernswithincommunitieswherewework.
2. EE is committed to ensuring our programme activities are implemented in a safe andproductive

environment that prevents harm and avoids impacting the health and safetyof all people,
particularly children, vulnerable people and disadvantaged groups.
Thisincludescreatinganenvironmentwheresafeguardingconcernsarerespondedtoactively,effectiv
elyandconfidentiallywithavictim/survivor-centredapproach.
3. EEhasazero-
toleranceapproachtoSexualExploitation,Abuse,BullyingandHarassmentofanykind.Thisextendsto
inactioninresponsetoSafeguardingConcernsand other allegations of misconduct. EE’s position
aligns to its Values of Integrity ‘wehold ourselves accountable to the highest standards’ and
Empowerment ‘we speak upforthosewhoarenotheard’.
4. EE recognises the importance of appropriate professional conduct in protecting peopleand

reputation and creating harmonious and productive workplaces and Projects. ThisPolicy lays
out the guiding principles and commitments of EE and informs Personnel,Representatives,
Partners and visitors to our Projects of their responsibilities in relationtoSafeguarding.
5. All Personnel have an individual and collective responsibility to respect the rights ofothers in
the workplace and to avoid being involved in or encouraging inappropriate
orunlawfulbehaviour.
6. Legitimate comments and advice, including negative feedback and counselling, from
amanagerorcolleagueontheworkperformanceorwork-
relatedbehaviourofanemployeeorteamisnotHarm.
7. Ourpriorityistoprotectpeople,ouroperations,programmeactivities,andstaffmustdonoharmtopeopl
ethatcomeintocontactwithourwork.Nothingismoreimportant!
8. EEexpectsallPersonnelandRepresentativestocomplywiththisPolicyandinparticular to take action

to report Safeguarding Concerns to the CED or SafeguardingOfficer in accordance with the
Safeguarding Concern Reporting Process set out
below.ThesafeguardingofficerresponsibilityisgiventotheFinanceandOperationsDirector.

9. EEwilltreatallallegationsofmisconductseriously,respondpromptlyandconfidentially.There will
be no Victimisation or other detriment for those who report
SafeguardingConcernsonreasonablegrounds.
10. After thorough investigation, Personnel, Partners or Representatives found to havebreached this
Policy may have corrective, disciplinary or remedial action taken againstthem. Where the
matter is so serious, EE may be obliged to suspend or terminate thecontract or appointment of
Personnel, Representatives, Partners and/or report
thebreachtoarelevantprofessionalorlegalorganisationorauthority.
6.18.2. EE’sSafeguardingGuidingPrinciples
1. Culture:createaculturethatsupportssafeguarding,preventsharmandprotectspeople.
2. Empowerment:supportandencouragepeopletoactautonomouslyandmakeinformeddecisionswithc
onsent.
3. Prevention:ourpriorityistotakeactionbeforeharmoccurs.
4. Protection:safeguard,supportandrepresentthoseingreatestneed.
5. Protection:safeguard,support,andrepresentthoseingreatestneed.
6. Partnership:embedinternational,nationalandlocalsolutionsbyworkingwithcommunities, which
have a critical part to play in preventing, detecting and reportingsafeguardingconcerns.
7. Accountability: be accountable and transparent in all aspects of safeguarding
andrespondactivelyandappropriatelytosafeguardingconcerns.
6.18.3. ResponsibilitiesandAccountabilities
1. Board:TheBoardisresponsiblefor
a. CreatingacultureofSafeguardingatEE;
b. ProvidinggovernanceguidanceforEEinrelationtoSafeguarding
c. ApprovingthisPolicy.
3. Chief Executive Director: The CED is responsible for embedding a

SafeguardingcultureinEE.TheCEDwill:
a. Ensure this Policy is upheld and will inform the Board of any concerns relating
toconductand/orSafeguardingthatmaypresentrisktoEE,itsPersonnel,Representatives,Partners
,beneficiaries,reputation,operationsorotheractivities;
b. Ensure progress in relation to conduct and Safeguarding activities across EE
isincludedinstandardreportingtoTheBoard;
c. Ensurethatallcomplaintsofabuse,harm,exploitation,harassmentandbullyingaredealt with
promptly, seriously and confidentially and in accordance with the
internalgrievanceprocedure;
d. Setagoodexamplebytreatingemployeeswithfairness,dignityandrespect;
e. HoldtheSafeguardingOfficeraccountabletothisPolicy.
4. SafeguardingOfficer(SO):TheSafeguardingOfficeristhepolicyownerandisresponsiblefor:

a. LeadingandoverseeingSafeguardingandHarmpreventioninEEincludingco-
ordinatingtrainingandmonitoringcompliance;
b. Providingallemployees,linemanagersandsupervisorswithacopyofthispolicyandexplainittothe
m;
c. Providingappropriatetrainingtolinemanagersandsupervisors;
d. Settingagoodexamplebytreatingemployeeswithfairness,dignityandrespect;
e. Beingalerttounacceptablebehaviourandwilltakeappropriateactiontostopit;
f. Monitor all incidents of abuse, harm, exploitation, harassment and bullying
andreviewtheeffectivenessofthispolicyperiodically;
g. Ensuring the Policy complies with EE’s obligations and contemporary practice
andwillupdatethisPolicyasrequired;
h. Addressing any internal or external questions arising in relation to this Policy
andSafeguarding generally and will be or arrange a point of contact for any issue
ofcontention;
i. ManaginganySafeguardingConcerninaccordancewiththeSafeguardingConcernReportingPro
cess;and
j. InformingtheCEDofanykeyrisktoEEregardingconductand/orSafeguardingandwill ensure
relevant risk and incident registers are kept up to date and assist
theCEDpreparethereportingtotheBoardandotherrelevantbodies.
5. Employee,Partnersandrepresentatives:will
a. AdheretotheprinciplesandcommitmentsunderthisPolicyandanyrelatedprocedures;
b. Treateachotherandthepeopletheyareservingwithdignityandrespect,
c. Take all reasonable care to ensure that their actions or omissions are not in
breachofthisPolicy,nordirectlyorindirectlyencourageotherstobreachthisPolicy;
d. Understand any unwanted behaviour included under section 6.18.6
“TerminologiesandDefinitions”willnotbepermittedorcondoned,andwillbetreatedasmiscondu
ctwhichmaywarrantdismissalfromemployment,andfurtherlegalactionincourt;
e. All our employees should discourage any of the behaviours listed in section
6.18.6“Terminologies and Definitions”by making it clear that they find such
behaviourunacceptableandbysupportingco-workerswhosuffersuchtreatment.
f. ReportanySafeguardingConcernsbyfollowingtheSafeguardingConcernReportingProcessdes
cribedbelow.
6.18.4. Employee Rights
a. Our employees have a right to work in a good and harmonious environment that
isfreefrom,abuse,harm,exploitation,harassmentandbullyingandtocomplainaboutsuchbehavio
urshoulditoccur.
b. Employees who make complaints, and others who give evidence or information
inconnectionwithsuchcomplaints,willnotbevictimised(i.e.theywillnotbediscriminatedagainst
,harassedorbulliedinretaliationfortheiractions).Victimisation is also discrimination contrary
to the equality laws and this policy.
Wewilltreatitasmisconductwhichmaywarrantdismissalfromemployment.

6.18.5. Monitoring
1. A report on the implementation of this Policy across EE will be submitted to the Boardno less
than every three years. The Safeguarding Officer is responsible for
compilingthisreportandsubmissiontotheCED.
2. ThisPolicywillbereviewedeverythreeyearsbytheBoardandtheSafeguardingOfficerisresponsibleto
preparethisreview.
3. The CED has oversight for all Governance and Operational policies and will ensure
thePolicyislistedonthePolicyRegisterandprovidesupporttotheSafeguardingOfficertoensuremonit
oringandreportingobligationsaremet.
6.18.6. TerminologiesandDefinitions
1. Abuse:occurswhenanindividualorindividualshurtsanadultorchild,eitherphysicallyormentally.In
themajorityofcases,theabuserissomeonethevictimknowswell,suchasaparent,othercaregiver,relati
veorfriend.Abusecanbeintentionalorunintentionaland includes: Discriminatory Abuse;
Emotional / Psychological Abuse;
Exploitation(includingTransactionalSex);FinancialorMaterialAbuse;HarmfulTraditionalPractice
s;Neglect;OrganisationalAbuse;PhysicalAbuse;andSexualAbuse(asfurtherdefinedinthisPolicy).
2. Best Interests of the Child is an overarching principle in the UN Convention on theRights

of the Child (1989): in all actions concerning children (anyone below the age of18 years),
whether undertaken by public or private institutions, the best interest of thechild should be a
primary consideration. In all matters affecting the child, the views
ofthechildshouldbeseenasimportantandgivendueweightinaccordancewiththeageandmaturityofth
echild.
3. Bullying: is repeated behaviour towards a person or group of people which humiliates,offends,

intimidates or threatens the person or group of people and that a
reasonablepersonwouldhaveanticipatedwouldhumiliate,offend,intimidateorthreatensomeone.Ex
amplesofbullyinginclude:
a. PhysicalorverbalAbuse;
b. Yelling,screamingoroffensivelanguage;
c. Excludingorisolatingemployees;
d. PsychologicalHarassment;
e. Assigningmeaninglesstasksunrelatedtothejob;
f. Givingemployeesimpossiblejobs;
g. Deliberatelychangedworkrosterstoinconvenienceparticularemployees;and
h. Underminingworkperformancebydeliberatelywithholdinginformationvitalforeffectivework
performance.
4. Discriminatory Abuse: is repeated, ongoing or widespread discrimination due to aperson’s

age, sex, gender, disability, racial heritage, religious belief, sexual
orientation,appearanceorculturalbackground,marriageorcivilpartnership,pregnancyandmaternity
.Thiscanincludeunfairorlessfavourabletreatment,sexualorgender

preference,slurs,harassment,name-
calling,breachesofcivillibertiesandunequalaccesstohealthorsocialcare.
5. Emotional/PsychologicalAbuse:istheemotionalill-treatmentofapersonthatadversely affects
their wellbeing or development. Some level of emotional abuse
isinvolvedinalltypesofilltreatment,thoughitmayoccuralone.Itincludesthreatsofharmor
abandonment, deprivation of contact, humiliation, blaming, controlling, intimidation,coercion,
harassment, verbal abuse, isolation or withdrawal from services or
supportnetworks.Otherharmfulexperiencessuchasfrequentlybeingforcedtowitnessviolenceinthed
omesticenvironmentarealsoclassifiedasemotionalabuse.
6. Exploitation:isbehaviourexploitingchildrenoradultsbyseekingoutthosewhoareinvulnerable
circumstances to use them for the perpetrator’s own purpose, activity orgratification. This could
be financial, commercial, sexual or related to extremism
andterrorism.Exploitationinvolvesaprocessofgrooming;whensomeonebuildsanemotionalconnect
ionwithachildoradulttogaintheirtrustforthepurposeofexploitation. The perpetrator may also
manipulate the environment, so victims
becomeisolatedfromthosewhocouldhelporsupportthem.Thoseaffectedmaynotrealisetheyhave
been groomed, or that what has happened is abuse. Exploitation includes but isnot limited to:
Modern Slavery; Radicalisation; Sexual Exploitation; and TransactionalSex, as further defined
in this Policy, and may also be understood as adverse
workingandlivingconditionscharacterisedby‘involuntariness’onthepartoftheworker.
7. Financial or Material Abuse:is theft or misuse of a person’s property or assets.

Thisincludes money being withdrawn or stolen, goods or services purchased in someone’sname
without their consent, being deliberately overcharged for goods or services,misappropriation of
property, possessions or benefits, or money being borrowed
bysomeonewhoisprovidingaservicetothevulnerableperson.
8. Forced Labour: is a person, the victim, who provides labour or services if, because
oftheuseofcoercion,threatordeception,areasonablepersoninthepositionofthevictimwouldnotconsi
derhimselforherselftobefreetoceaseprovidinglabourorservicesortoleavetheplaceorareawhereheor
she,thevictim,provideslabourorservices.
9. Fraternisation: is any relationship occurring in the course of conducting business,

thatinvolves – or appears to involve – partiality, preferential treatment or improper use ofrank
or position including but not limited to voluntary sexual behaviour. It can include
acloseemotionalrelationshipinvolvingpublicdisplaysofaffectionorprivateintimacyandthe public
expression or intimate relations. Fraternisation may be a type of Exploitationinveryhigh-
riskcontexts.
10. Harassment: is any behaviour that is unwelcome, uninvited or unreciprocated andwhich a

reasonable person, having regard to all circumstances, would anticipate
asbeingoffensive,humiliatingorintimidating.Itisnodefencetoacomplaintofharassmentthatyoudidn
otmeantocauseoffence.HarassmentincludesbutisnotlimitedtoSexualHarassment.Examplesofhara
ssmentinclude,butarenotlimitedto:
a. pictures,graffitiorwrittenmaterialswhichareoffensiveorobscene;

b. phone calls, letters or messages, including SMS text messages on mobilephones, on
electronic mail or PC networks which are threatening, abusive oroffensive;
c. insultingorthreateninggestures;
d. continualexclusionofapersonorgroupfromnormalconversation,workassignments,workre
latedsocialactivitiesandnetworksintheworkplace;
e. interferencewithaperson'sworkspace,workmaterials,equipmentorproperty,apartfromthat
whichisnecessaryfortheongoingworkofTheFoundation;
f. continualunjustifiedandunnecessarycommentsaboutaperson'sworkorcapacityforwork;
g. dismissivetreatmentormaterialexpressingprejudiceorstereotypicalassumptionsaboutthe
grouptowhichapersonmaybelong;
h. offensivephysicalcontactorcoercivebehaviourwhichmaybetakentobederogatoryorintimi
dating;
i. persistentfollowingorstalkingwithintheworkplace;
j. spreadinggossiporfalseormaliciousrumoursaboutaperson;and
k. sabotagingaperson'swork,forexample,bydeliberatelywithholdingorsupplyingincorrectin
formation,hidingdocumentsorequipment,ornotpassingonmessages.
11. Harm: is any undue psychological or physical infringement of an individual’s rights

andincludesAbuse,Bullying,Exploitation,Harassment,UnlawfulDiscrimination,Victimisationand
Vilification.
12. Harmful Traditional Practices: are forms of violence which have been
committed,primarily against women and girls, in some communities and societies for so long
thatthey are considered, or presented by abusers, as part of accepted practice. Suchtraditions
include female genital mutilation and forced marriage. They may also includedifferent forms of
ritual ceremonies involving individuals in harmful religious or
spiritualactivities.Childrenandadultswithdisabilitiesmaybeathigherriskofbecomingvictimsof
witchcraft beliefs in certain contexts for example individuals with albinism.
HarmfulTraditionalPracticesareatypeofAbuse.
13. HumanTrafficking:istherecruitment,transportation,transfer,harbouringorreceiptofpersons,by
meansofthethreatoruseofforceorotherformsofcoercion,ofabduction,of fraud, of deception, of the
abuse of power or of a position of vulnerability or of thegiving or receiving of payments or
benefits to achieve the consent of a person
havingcontroloveranotherperson,forthepurposeofexploitation.
14. Modern Slavery:is Human Trafficking, Forced Labour, Servitude, debt bondage orcoercing,
deceiving and forcing an individual into a life of Abuse. People are traffickedfor Sexual
Exploitation, Servitude, labour, benefit fraud and involvement in criminalactivity such as pick-
pocketing, theft and illegal work. Some people are coerced,
butmostaretrappedinsubversiveways.Forexample,promisededucationor‘respectable’work in
restaurants or as domestic servants, or parents may be persuaded that
theirchildrenwillhaveabetterlifeelsewhere.ModernSlaveryisExploitation.

15. Neglect:isthecontinuingfailuretopreventharmthatdamagesorimpairshealthand/
ordevelopmentbynotmeetingaperson’sbasicphysicaland/
orpsychologicalneeds.Thisincludesignoringmedicalorphysicalcareneeds,failuretoprovideaccesst
oappropriatehealth,socialcareoreducationalservices,withholdingmedication,inadequatehygiene,n
utrition,housingorheating,orpreventingsomeonefrominteracting with others. Neglect of children
and adults with disabilities is more
commonthanneglectofthosewithoutdisabilitiesandisoftenunder-
reported.Inaninternationaldevelopmentcontext,someoftheindividualsTheFoundationworkswith
mayexperience some form of neglect to basic needs. Professional judgement is needed todecide
whether the experience of neglect is intentional or due to material deprivation,and should be
based on the severity of the neglect and how the individual is beingtreated relative to their peers
in the community and wider cultural norms. Neglect is atypeofAbuse.
16. Organisational Abuse: is the mistreatment, abuse or neglect of children or adults byan
organisation or its personnel. It can take place within settings and services
thatchildrenoradultsliveinoruse,anditviolatestheirdignity,resultinginalackofrespectfor their
human rights. It can take the form of an organisation failing to respond
toincidentsofpoorpracticebroughttoitsattention.
17. Physical Abuse: is deliberate injury to a person, however slight. This may involvehitting,
shaking, throwing, poisoning, biting, burning or scalding, drowning,
suffocatingorotherwisecausingorattemptingtocausephysicalharmtoaperson.PhysicalAbusemayal
sobecausedthroughthemisuseofmedication,restraintorinappropriatesanctions,forexample,corpor
alpunishment,orbeinggivenalcoholorasubstancethatisknowntocauseharm.
18. Radicalisation: is the process by which those who are vulnerable come to supportterrorism or
violent extremism and, in some cases, to directly participate in or supportterrorist groups. There
is no obvious profile of a person likely to become involved inextremism or a single indicator of
when a person might move to adopt violence insupport of extremist ideas. The process of
radicalisation is different for every individualand can take place over an extended period or
within a very short time frame. It mayfollow experience of racism or discrimination. They
believe that joining a
movementofferssocialandpsychologicalrewardssuchasadventure,camaraderieandaheightenedsen
seofidentity.RadicalisationmaybeatypeofExploitation.
19. Servitude: is a person (the victim) who provides labour or services, if, because of theuse of
coercion, threat or deception: a reasonable person in the position of the
victimwouldnotconsiderhimselforherselftobefreetoceaseprovidinglabourorservicesorto leave the
place or area where he or she, the victim, provides labour or services
andthepersonissignificantlydeprivedofpersonalfreedominrespectofaspectsoflifeotherthantheprov
isionofthelabourorservices.
20. SexualAbuse:istheactualorthreatenedphysicalintrusionofasexualnature,whetherby force or

under unequal or coercive conditions. It is the involvement of a person
insexualactivitieswhichtheydonotwantortrulyunderstand,ortowhichtheyareunable

to give valid or effective consent. This may involve rape (which includes attempts toforce
someone to perform oral sex), sexual assault (which includes non-
consensualkissingandtouching),inappropriatesexualcontactorexposuretoinappropriatematerial.
Any kind of sexual activity involving a child constitutes sexual abuse,
whetherornotthechildisawareof,orconsentsto,whatishappening.Thisincludesrape,incest,fondling
genitals, masturbation, voyeurism, exhibitionism, exposing a child to adultsexual material, or
making them take part in any sexual activity, real or simulated,whetherface-to-
face,online,orinanyothermedium.
21. Sexual Exploitation: is any actual or attempted abuse of a position of

vulnerability,differential power, or trust for sexual purposes. It includes profiting monetarily,
socially,or politically from sexual exploitation of another. It is a type of Abuse in which
childrenor adults are sexually exploited for money, power or status. Some children and
adultsaretraffickedintoorwithinacountryforthispurpose.Theymaybetrickedintobelievingthey are
in a loving, consensual relationship. Abusers will use various means to
gaincompliancesuchasdrugs,alcohol,gifts,threatsandbribes.
22. Sexual Harassment: is unwanted physical, verbal or non-verbal conduct of a

sexualnaturethatcanincludeindecentremarksorsexualdemands,itisonetypeofHarassment and can
take many different forms. A person sexually harasses anotherperson if the person makes an
unwelcome sexual advance or an unwelcome requestfor sexual favours, or engages in other
unwelcome conduct of a sexual nature, incircumstances in which a reasonable person, having
regard to all the circumstances,would have anticipated the possibility that the person harassed
would be offended,humiliated or intimidated. Sexual harassment can take various forms. It can
be obviousorindirect,physicalorverbal,repeatedorone-
offandperpetratedbyanypersonofanygender towards any person of any gender. Sexual
harassment can be
perpetratedagainstbeneficiaries,communitymembers,citizens,aswellasPersonnel.Examplesofcon
ductwhichmaybesexualharassmentinclude,butarenotlimitedto:
a. lewdcommentsorjokes;
b. staringorleering;
c. Verbaland/orphysicalconductofasexualnatureorbaseduponaperson'sgender;
d. boastingaboutsexualperformanceordiscussionaboutsexualbehaviour;
e. unwantedandpersistentphysicalcontactincludinguninvitedkisses,touchingorembraces;
f. Requestsforsexualfavoursduringworkorasaconditionofemployment;
g. displaysofsexuallygraphicmaterialincludingposters,pictures,calendars,magazines,video
sandsoforth;
h. unwelcome sexual advances including repeated invitations to go out after priorrefusal;
i. behaviourwhichwouldalsobeconsideredanoffenceundercriminallawincludingassault,ind
ecentexposure;sexualorindecentassault;
j. stalkingorobscenecommunications;

k. sexually explicit or offensive conversations including phone calls, letters and e-mails
or any kind of electronic communication questioning about a person’sprivatelife.
23. Unlawful Discrimination: is treating a person or group of people less favourably

thananother person or group. Discrimination is unlawful when a person is treated
lessfavourably for one of a variety of grounds set out in the relevant legislation. These
varybyjurisdiction,butinclude:
a. sex,maritalstatus,pregnancyorfamilyresponsibilities;
b. sexualorientation;
c. race,colour,descent,nationality,nationalorigin,ethnicityorreligion;disabilityorimpairme
nt;
d. genderidentityincludingtransgender;
e. age;
f. politicalbelieforactivity;
g. tradeunionmembershiporunionorindustrialactivity;or
h. responsibilitiesasacarer.
Unlawful discrimination can occur not only at the workplace, but at work related tripsor
functions or in any operational context. There are exceptions to the prohibition onunlawful
discrimination which may apply in some situations, for example height
duetothesafetyrequirementsofaparticularjob.
24. Victimisation: is unfavourable treatment or persecution of an employee during

his/heremploymentorengagementbecausetheemployeehasraisedaSafeguardingConcernunderthis
PolicyoristhevictiminaSafeguardingConcernraisedbyanother.
25. Vilification: is incitement of hatred, serious contempt or severe ridicule of a person

orgroupofpersonsonthegroundofanattributesuchasage,race,genderordisability.
6.18.7. SafeguardingCode ofConduct
1. Culture
It is the responsibility of every EE staff member to ensuring a safe environment andculture for
those with whom we come in contact during the course of EE programmeactivities including
children, vulnerable adults and all other people. We shall act to thestandardssetoutbelow.
a. Uphold a culture that supports Safeguarding of children and adults and theprovision of a
safe and inclusive workplace, projects and fundraising
activitieswhereallaretreatedwithdignity,courtesyandrespect.
b. Be respectful of people’s rights, background, culture and beliefs and treat themequally
regardless of gender, race, religious or political beliefs, age, physical ormental health,
sexual orientation, family and social background and culture oreconomicstatus.
c. SafeguardpeopleandEEandotherpartnersreputation,interestsandresources.

2. Prevention
a. Not cause any person Harm including by way of Abuse, Bullying,

Exploitation,Harassment,UnlawfulDiscrimination,VictimisationorVilification.
b. TreatindividualsassociatedwithEEandpartnerorganisationswithrespect.
c. Respecttheprivacyandconfidentialityofpersonalinformationsothatdignityandsafetyisnotco
mpromised.
d. Refrainfromusinglanguagethatisinappropriate,harassing,abusive,sexuallyprovocative,disc
riminatory,demeaningorculturallyinappropriate.
e. Notaccept,receiveorgiveinappropriatebenefits,gainsorgifts.
f. FollowEE’sSafeguardingPeoplePolicyandanyassociatedprocedures.
g. Notcommitanycriminalactsandfollowrelevantlocal,stateandnationallawrelatingtoSafeguar
dingpeople,childprotectionandlabour.
h. Not attend work or our projects while adversely affected by drugs or alcohol,including
when driving a motor vehicle, and not smoke on the project premises
orintheprojectvehicles.
3. Empowerment
a. Conduct oneself in a manner consistent with your position as a representative ofEE and
as a positive role model to children including adhering to EE’s values
ofintegrity,action,collaborationandempowerment.
b. Use any computers, mobile phones, video cameras, cameras and social
mediaappropriatelyandnevertoHarmpeopleorchildrennoraccessexploitativematerialthroug
hanymedium.
c. Refrainfromphotographingpeopleorusingtheirphotographsincludinginprogrammeorpromo
tionalmaterials,socialmediaorotherwisewithouttheirpriorinformedconsent,andyoumust:
i. Obtaininformedanddocumentedconsentofthechildandhis/
herparentsorguardiansbeforephotography/filming.
ii. Provideanexplanationonhowthephotograph/filmwillbeused.
iii. Ensurephotographs,films,videosandDVDspresentchildreninadignified and

respectful manner and not as vulnerable or
submissive.Childrenshouldbeadequatelyclothedandnotinposesthatcouldbeseenas
sexuallysuggestive.
iv. Ensureimagesarehonestrepresentationsofthecontextandfacts.
v. Ensure file labels, meta data or text descriptions do not reveal
identifyinginformationaboutachildwhensendingimageselectronicallyorpublishing
imagesinanyform.

vi. Take care to ensure the local traditions or restrictions for
reproducingpersonalimagesareadheredtobeforephotographingorfilmingachildora
dult.
4. Protection
a. TakeallreasonablestepstoprotectchildrenandadultsfromHarm.
b. EnsureyourresponsetoanySafeguardingConcernisvictim/survivor-centred.
c. Donothit,mistreatorcauseotherHarmtochildren.
d. Refrainfromanysexualactorbehaviourtowardschildren,includingusingsexuallysuggestivela
nguageandpayingforsexualservicesoracts.
e. Wherever possible, ensure that another adult is present when working nearchildren.
f. Refrainfrominappropriatephysicalcontactorprovocativebehaviourwithchildrenincluding
not to hold, kiss, cuddle or touch a child in an inappropriate or culturallyinsensitiveway.
g. DonotseektomakecontactorspendtimewithanychildoutsidetheProjecttimes.
h. Do not develop relationships with children that may be deemed exploitative orabusive.
i. Avoid acting in ways that shame, humiliate, degrade or otherwise perpetrate anyform of
psychological harm against a child including the use of language that isinappropriate,
harassing, abusive, sexually provocative, demeaning or culturallyinappropriate.
j. Refrain from sleeping in the same room or bed as a child and do not
inviteunaccompaniedchildrenintoyourhome/hotelorotherprivatelocation,unlesstheyareatim
mediateriskofinjuryorinphysicaldanger.
k. Refrainfromdevelopingrelationshipswithchildrenthatcouldbedeemedexploitative or
abusive in any way (including using or supporting the use of
childlaboursuchashiringchildrenfordomesticlabour).
l. Refrain from providing children with, or exposing them to, alcohol, tobacco
orillegaldrugs.
m. Not show favouritism to the exclusion of others including through the provision ofgifts
or inappropriate attention nor act in a way that shows unfair or
differentialtreatmentofchildren.
n. Norencourage,supportorcondonetheaboveconductinothers.
5. Partners
a. Collaborate with and build the capacity of our partners to uphold a culture thatsupports
Safeguarding and the provision of a safe and inclusive workplace,
andactivitieswhereallaretreatedwithdignity,courtesyandrespect.

6. AccountabilityandTransparency
a. Confirm there are no charges, convictions or other outcomes of an offence

thatrelatetoAbuse,ExploitationoranyotherHarmbyyou.Ifsuchconfirmationcannotbeprovid
ed,immediatelydisclosetoEEanysuchcharges,convictionsoroutcomes.
b. ImmediatelyreportanySafeguardingConcernincludingpossibleoractualbreaches of this
Safeguarding Code of Conduct, the Safeguarding People Policyor the law by either you,
any Personnel, Partner, Representative or any other
totheSafeguardingOfficerofEEusingthisaddress,within24hours:
Email:ethiopiaeyu@gmail.com
P.O.Box:1718Tel:
(251-58) 320 7733Fax:
(251-58)3208866
6.18.8. SafeguardingConcernReportingProcess
1. In all situations first make sure the child or adult is safe. Arrange medical attention asneeded.
2. If you are aware of or suspect harm to a child or adult within EE programme

activities,ourotherrelatedprojectsorotherwisewhileatworkoranyotherbreachoftheSafeguarding
Code of Conduct, you must immediately notify the EE SafeguardingOfficer.
3. Please complete the EE Safeguarding Concern Reporting Form (Appendix

8)andsubmitittotheSafeguardingOfficerasindicatedabove.
4. Please note that all information completed in the safeguarding reporting form will
betreatedconfidentially.
5. TheSafeguardingOfficerwillnotifytheCEDimmediately.
6. If the concern or allegation relates to activities receiving institutional funding, the CEDwill
inform the institutional Donor within 48 hours. Donors and Partners notificationrequirements
including DFID and USAID should also be checked case by case andfollowedstrictly.
7. The CED with EE executive committee will jointly consider the nature of the
allegedoffence,anddecideonthenextsteps,includinganyfurtheractionneededtoensurethesafety and
wellbeing of the child or adult and their wishes, and calling in advice fromrelevant staff
members if required (for example, for Project related allegations this
mayincludetheDirectorofPrograms).
8. Nextstepactionmayinvolve:

a. ReportingtotheBoardChairandcallingtheBoardforameeting
b. InitiateinvestigationledbySO,theinternalauditororanexternalexpertdependingonthenatureof
theSafeguardingConcern.
9. The CED and the Board will support the SO or other relevant investigating
bodiestoensurethatrelevantlawsarefollowedinrelationtoinvestigation,reportingandsanctions
including that if the alleged incident is a breach of law the SO will report it tothe relevant
authorities (unless reporting poses a significant risk to survivors, is againsttheir wishes or raises
another risk of material concern). For example, in Ethiopia
thiswouldbebytheSOtotheRegionalorFederalPolice,orotherappropriateauthority.
10. The CED, working with the SO where relevant, will inform the relevant stakeholders ofthe
result of the investigation. This may include the person who made the report,
theadultorchildinvolvedifdifferent,andthepersonagainstwhomtheallegationwasmadeagainst,ifrel
evant.
11. TheCEDwillkeeptheinstitutionalDonorapprisedofdevelopmentsasappropriate.
12. The SO will ensure that a Safeguarding Concern has been raised is included in theSafeguarding
Register(Appendix 9)and the incident section of the quarterly Risk
&IncidentReportpresentedtoBoard.
13. If any allegations are made suggesting that EE itself as an organisation has committedan
offence under any laws, then the SO must refer the allegation to the Board
asappropriateinthecircumstances.
6.19. OffensesandPenalties
1. Thefollowingaggravatedoffensesshallentailsummarydismissal:
 Abandonmentofpost
 Abuseofauthority
 Abuseofanyformaddefinedaboveinthesafeguardingsection.
 Assault,intimidationandverbalabuseofotheremployees
 Bullying
 Corruption
 Disorderlyorindecentbehaviour
 Drugand/oralcoholuseorpossessionintheworkplace
 Exploitationofanykind
 Fraudordishonesty
 Fraternisation
 Givingfalseinformationinrespectofeducationalqualificationsorexperience
 Insubordinationordisobedience
 Harassmentofanykind
 Harmfultraditionalpractices

 Humantrafficking
 Moderndayslavery
 Negligenceinjoborinhandlingproperty
 Radicalisation
 Repeatedtardinessandabsencefromworkforfiveconsecutivedays,tendaysinagivenmonthandthirt
ydaysinayear
 Sabotageorwilfuldamage
 Servitude
 Theft,misappropriation,misuseetc.ofproperty
 Unlawfuldiscrimination
 Unauthorizeddisclosureofanyconfidentialinformation
 Unwillingnesstoperformprescribeddutiesinasatisfactorymanner
 Victimisation
 Vilification
 ViolatingsafetyandanyofEEworkrules
 Allotherillegalacts
2. Dependingonthemagnitudeoftheoffensethefollowingdisciplinarymeasurewillbeimposed
 VerbalWarning
 WrittenWarning
 Fine
 Suspension
 Demotion
 Dismissal
3. All offenses except dismissal shall be cleared from the personal file of the respectiveemployee
after one year from the date of last offence. However, this will be decided
bytheCEDbasedonthetypeofoffenseanditsrepeatability.
4. Intheeventthatanyoffencehasresultedinthedamageorlossofpropertyorimportantasset,theemployee
shallinadditionberequiredtopayforrepairsorreplacements.
5. RefusaltoacceptlettersfromanyorganofEEshallresultinautomaticdismissal.
6. Employees are advised to accept letters and then file their case in writing to
immediatesupervisorortotheHRmanager.
6.20. GrievanceProcedureandDisputeResolution
1. The objective of the grievance procedure is to resolve disputes as quickly and fairly aspossible.
2. If,atanytime,anemployeefeelsthatdisciplinaryactiontakenagainsther/himisunfair,ors/
hehasanygrievanceagainsttheprojectorawork-relatedproblem,s/
hemayinvokethegrievanceprocedureasfollows:

3. Anygrievancemustfirstbemade,inwritingbycompletingtheGrievanceForm(Appendix 10),with
the employee’s immediate supervisor. The immediate
supervisorshallattendtothematterwithinthree(3)workingdaysofreceiptofthegrievance.Ifthegrieva
nce is related to harassment or discrimination, it must be addressed immediatelyby the
supervisor. Every effort must be made by both parties to resolve the grievance.If no satisfactory
settlement can be reached, the grievance will be referred to the CEDforresolution.
4. If a grievance is raised during disciplinary procedures, notice of dismissal may not

begivenuntilthegrievanceisresolved.
5. ThedecisionoftheCEDintheissueisconsideredfinal.
6. Any grievances that cannot be resolved locally to the satisfaction of all parties
shouldbereferredtotheBoardforassistance.
6.21. Whistle-blowerPolicy
1. It is the intent of EE to adhere to all laws and regulations that apply to the organization,and the
underlying purpose of this Policy is to support the organization’s goal of legalcompliance.
2. The support of all employees is necessary to achieving compliance with various

lawsandregulations.
3. Howtofileacomplaint:
3.1. Alleged unlawful activity, policy, or practice should be brought directly to the
attentionofyourCED,theBoard,orCivilSocietiesOrganisationAgency.
3.2. The employee will agree to provide EE with a reasonable opportunity to investigateand
correct the alleged unlawful activity. The CED and the Board will assure that thematter is
investigated, and that appropriate action is taken and reported to
CivilSocietiesOrganisationAgency
3.3. EE will not retaliate against an employee who, in good faith, discloses or threatens todisclose,
has made a protest or raised a complaint against some practice of EE, or ofanother individual
or entity with whom EE has a business relationship, inclusive ofgovernmental or non-
governmental, on the basis of a reasonable belief that
thepracticeisfraudulentorinviolationoflaworaclearmandateofpublicpolicyconcerninghealth,saf
ety,welfare,orprotectionoftheenvironment.

7. PERFORMANCEAPPRAISAL
7.1. General
1. The objective of the staff performance appraisal is to evaluate execution capacities
oftheemployee,identifyanddiscussworkstandardsandrequirements,createcompetitiveworkingatm
osphereandassestrainingandotherdevelopmentneeds.
2. EE employee performance is evaluated in an effort to assess an employee’s progresstowards

achieving predetermined goals and to set performance goals for the upcomingyear
3. It is EE policy that all employees have a formal performance appraisal on an

annualbasisamonthbeforethenedofthecontract,andatleastoneweekbeforetheexpiryoftheperiodofp
robationfornewemployee.
4. Results of performance appraisals must be signed by the employee and the

immediatesupervisorandsenttotheHRdepartment(SeeAppendix11forPerformanceAppraisalForm
s).
7.2. Procedure
1. TheHRManagerwillnotifytheemployeeandthesupervisorthatevaluationisdue.
2. Thesupervisorandtheemployeewillselectadateforthereview.
3. Theemployeefillsouttheself-assessmentsectionoftheperformancereviewform.
4. The employee’s supervisor reviews and adds her/his assessment of the employee’sperformance
5. Thesupervisorandemployeemeettodiscussthefollowing:
5.1. Assessmentofthepastyear’sperformanceandfeedbackfromsupervisor
5.2. Plannedactivitiesforthecomingyear.
5.3. Employee'sgoalforpersonalandprofessionaldevelopmentinthecomingyear.□
5.4. Anyadditionalperformancestandards/expectations.
6. Theemployee’ssupervisorshouldprovidewrittencommentsontheemployee'sperformance,andthee
mployeeshouldbegivenanopportunitytorespond.
7. Once the document has been finalized, the employee signs the evaluation as
his/herindicationofapproval.
8. If the employee refuses to sign the appraisal form, the supervisor shall complete
theevaluationprocessandnotetheemployee’sreasonforrefusingtosigntheform.

9. Allfinalevaluationformsaretobecompleted,signedbythesupervisorandsupervisee,andreturnedtoth
eHRManager.
10. Theperformanceappraisalisaconfidentialdocumentthat,uponcompletion,willbefiledin the

employee’s personnel file. The employee will be provided with a copy of
her/hisperformanceappraisal.
11. Performanceappraisalsystemsandformswillbereviewedregularlyforappropriatenessandrelevance
bytheHRManagerandCEDandaresubjecttochange.
12. Intheeventofunsatisfactoryperformance,thesupervisorshoulddiscusstheperformance with the HR

Manager to begin the performance improvement process
tosupporttheemployeeasoutlinedbelow.
13. Agoodorsuperiorperformancereviewisnotaguaranteeforcontinuedemploymentorsalaryincrease.P
oliciesrelatedtosalaryincreasesaredetailedbelow.
7.3. PerformanceImprovementPlan
1. Incaseswhereastaffmemberisunderperformingandneedssupporttoimproveher/
hisperformanceinspecificareas,aperformanceimprovementplan(PIP)withclearexpectations,tasks,
deliverables,andtimelineswillbedevelopedbythesupervisorandexplainedindetailtothestaffmembe
r.
2. The improvement plan will be used as a managerial tool to measure the

employee’sperformanceduringthesetperiodoftimeandtodecideonnextsteps.
3. Employeesonaperformanceimprovementplanarenoteligibleforasalarychangeuntiltheprocessisco
mplete.Thesalarychangewillnotberetroactive.
4. ThePIPprocesscanbeinitiatedbythesupervisoratanytime.Itdoesnothavetoalignwiththeprobationar
yorannualreviewtimes.
7.4. AnnualMeritIncreases
1. Annualsalaryadjustmentsaremadeintheformofmeritraisesbasedontheemployee’sannual
performance review. Length-of-service is not a factor in determining annualincreases.
2. Increases may be earned through sustained or improved performance and are notautomatic.
3. Asatisfactoryperformancewouldresultinaone-stepincrease.
4. Anunsatisfactoryperformancemayresultina0%salaryincreaseandwillleadtoaPIPasdescribedabove
.

5. Annualsalaryincreasesarelimitedtoamaximumof5%.
6. Changes/increases will be dependent on availability of budget and compliance

withAdmincostratio.
7. Alongwithanemployee’swrittenperformanceappraisal,supervisorssubmitmeritraiserecommendat
ionstobereviewedandapprovedbytheCED.
8. Regardless of an employee’s performance, all salary increases are based on budgetavailability.
9. Salary and annual increases are considered confidential and should only be
discussedwiththeemployee’ssupervisororHR.
7.5. Promotion
1. ItisEEpolicytoofferpromotionalopportunitiesastheyoccurtoqualifiedanddeservingemployees.
2. Vacanciesarefilledbypromotionofin-serviceemployeeswhenpossible.
3. Allprojectopeningswillbeadvertisedandqualifiedemployeesareencouragedtoapply.
4. Whenanemployeeispromotedtoahigherposition,thesalaryofthatemployeewillbereviewed,andanin
creasemaybeproposedbytheemployee’ssupervisor.
5. The CED will approve all such increases. A new review date will be established
basedonthepromotiondate.
7.6. Transfer
1. A transfer is defined as the movement of an employee from one post to another of

thesamegrade.Itmaytakeplacewithinthesameunitorfromonedutystationtoanother.
2. Transferofemployeesmaybemadeupontherequestoftheemployeesorbymanagementdecisionandw
hentheworknecessitates.
3. Employees who seek to get a transfer should apply in writing to his/her

immediatesupervisor.TheimmediatesupervisorthenapprovesandforwardstheapplicationtoHRdep
artment,providedthathe/sheisagreementwiththerequest.
4. The HR Department shall consult the releasing and accepting department heads
fortheirconsent.Whenbothareinagreement,theHRheadshallforwardtheirrecommendationtothe
CEDforapproval.

8. LEAVE
8.1. General
1. Leaveisvalidonlywhenitisformallyapprovedbytheimmediatesupervisor.
2. Anyemployeewhowishestotakeannualleaveisrequiredtonotifytheimmediatesupervisoronemonthi
nadvance.
3. RecordsofleaverequestandapprovalshallbekeptinHRSection.
4. Theremustalwaysbesufficientdocumentationforeligibilityandapprovalforanyleave.Appropriatefo
rmatsshallbeused.
5. Belowistheproceduretotakealltypesofleave:
a) FillouttheLeaveRequestForm(Appendix12).
b) Submittheformtotherespectivesupervisorforapprovalandsignature;
c) Return the signed form to the HR Manager to verify that the employee qualifies forleave;
d) OncetheleaveisverifiedbytheHRManager,theformwillthenbesignedbytheCEDforfinalapproval;
e) The Leave Request Form will be returned to the HR Manager to be filed in theEmployee
Personnel File and the HR Manager will notify the staff member that
theLeaveRequestisapproved.
8.2. AnnualLeave/Vacation
1. Full-
timeemployeesareentitledtopaidAnnualLeaveof1.1666dayspermonthworked,foratotaloffourteen(
14)workdaysduringtheirfirstone(1)-yearofservice.
2. Part-timeemployeeswillbeeligibleforvacationtimeonapro-ratedbasis.
3. Full-time employees are entitled to one (1) additional workday for every additional
fullyearofservice.
4. Employees may only carry over 10-days from one calendar year to the next, if
onlyapprovedbytheCEDunderspecialcircumstances.
5. Any excess vacation balance days on the end of the fiscal years will be lost.
Therefore,employeesareencouragedtotakevacationeachyear,astheywillnotbeeligibletobepaidfort
hosedays.
6. In order to properly manage peak periods, employees are encouraged not to

planvacationperiodsthatfallwithinperiodsofhighactivity.

7. Employees still in the probation period are not allowed to take vacation, as
highlightedintheemploymentcontract.
8. Employeesareentitledtotakeuptoatotalofthree(3)weeksofvacationinsuccession.Forperiodslongert
hanthis,employeesarerequiredtoseekapprovalfromtheCED.
9. Start and end dates of an employee’s vacation are determined by her/his supervisor
incoordinationwiththeemployee.
10. VacationtimetakeninadvanceofbeingearnedisatthediscretionoftheCED.
11. TheCEDmaypostponeorchangethedateofleaveofanemployeeforreasonsdictatedbytheworkconditi
ons.
12. No payment shall be made for earned annual leave, which is not taken unless
theemployeeisleavingtheorganization
8.3. SickLeave
1. After completing probation, employee who is incapable of work due to sickness otherthan
resulting work injury is entitled to a sick leave for a maximum of six
monthsconsecutivelyorseparatelyinthecourseofanytwelvemonthsperiodfromthefirstdayofhis/
hersickness.
2. Thepaymentofwageorsalaryintheperiodofsickleavewillbeasfollows:
a) thefirstone(1)monthonehundredpercent(100%)ofwages,
b) thenexttwo(2)monthsfiftypercent(50%)ofwages,
c) thenextthree(3)monthswithoutpay
3. Anemployeewhoissickandabsentfromworkmustnotifytheofficeasearlyaspossibleonthedayofhis/
herabsence.
4. A medical certificate must be provided for Sick Leave of more than two (2)
consecutiveworkdaysfromEEapprovedhealthfacilitiesonly.
5. Uncertifiedsickleaveshallbechargedtoannualleave.
6. Medical appointments that cannot be scheduled during non-working hours shall

bechargedtoAnnualLeave.
7. Neither sick leave nor annual leave can be extended in the occurrence of either of thetwoover-
lapping.
8. Sick leave due to employment injury shall be treated in accordance with the labourproclamation

8.4. Maternity,PaternityandAdoptionLeave
1. A pregnant employee shall be eligible for time off for medical examination
connectedwithherpregnancyafterpriorapprovaloftheimmediatesupervisor.
2. Thirty(30)consecutivecalendardaysofpaidmaternityleaveduringthepre-natalperiodand sixty (60)
consecutive calendar days of paid maternity leave is available to all full-time female employees
who give birth to or adopt a child, and who have
alreadycompletedtheprobationaryperiodwiththeproject.
3. If leave is not used during the pre-natal period, the full-time female employee may
takeuptoamaximumof(90)consecutivecalendardaysofpaidmaternityleave.
4. Upon approval of the CED, annual leave, sick leave, or leave without pay may be
usedtoextendthematernityleaveperiod.
5. Annual leave will continue to accrue during paid maternity leave (e.g., maternity
benefitorpreviouslyaccruedvacation).However,leaveandotherbenefitswillnotaccrueduringanyunp
aidmaternityleave.
6. Employeesmustsubmitamaternityleaverequestatleast30dayspriortotheanticipated date of
departure along with medical certificate indicating expected
deliverydatetotheimmediatesupervisorand EEHRManager.
7. Submission of adoption documents is required to be eligible for the adoption leavebenefit.
8. A male employee who has completed his probation is entitled to five (5) consecutiveweekdays
paid Paternity Leave, which must be taken within 1 month of the birth of hischild.
9. Theirrequestmustbesupportedbyvalidevidenceandpriorapprovalfromtheimmediatesupervisormu
stbeobtained.
8.5. BereavementLeave
1. Employeesareallowedthree(3)consecutivedaysofleaveuponthedeathofamemberof the immediate
family. Immediate family includes father, stepfather, father-in-law,mother,stepmother,mother-
in-law,sister,stepsister,sister-in-law,brother,stepbrother,brother-in-
law,spouse,child,grandchild,orgrandparent.
2. This benefit cannot be claimed in cases such as death occurring during vacation,
onpaidholiday,orinanyothercasethatwouldresultinpayingtwiceforthesametimeoff.
3. This benefit also cannot be claimed if the employee is on leave of absence or is

absentasaresultofdisability,illness,orotherpersonalbusiness.
4. Bereavementleaveshallnotexceed9daysinagivenyear.

5. If the employee has used the allotted number of days and additional days off
arenecessary,theemployeemaytaketimewithoutpayanduponapprovaloftheCED.
6. EEreservestherighttohaveproofofabsenceunderthispolicy.
8.6. OtherLeaves
1. An employee who concludes marriage shall be entitled to leave with pay for sevenworkingdays.
2. Employees who give birth to a child are allowed one (1) hour of leave per day forbreastfeeding
for a period of six (6) months after the birth. This period cannot
beextendedbeyondthesix(6)monthsperiod.Anyadditionaltimeneededwillbecountedagainstannual
leave.
3. Allemployeesshallbeeligibleforleavewithpayforthetimetheyneedtoappearbeforecourt, police
stations or Kebele (village) to meet legal obligations. Such leave must
besupportedbygenuinewrittenevidence.
8.7. LeaveWithoutPay
1. EEwillconsiderrequestsforleavewithoutpayonacase-by-casebasis.
2. Circumstances that require an extended leave of absence beyond the leave describedabove must
be discussed with the employee’s immediate supervisor, the CED forindividualarrangements.
3. Failuretosecurepriorapprovalsforleavewithoutpayshallbeconsideredasunauthorizedabsenceands
hallbesubjecttodisciplinaryaction.
4. AllrequestsforleavewithoutpaymustbeapprovedbytheCED.
5. Employee benefits and accruals of leave-time (holidays, sickness, vacation, etc.)

shallbesuspendedduringtheleavewithoutpayperiod.
6. Thenumberofleave-without-paydayspercalendaryearislimitedto15workingdays.
7. Noleavewithoutpayshallbegiventoextendannualleave.
8. Employeeswhoabsentthemselvesformorethan5workingdayswithoutanynotificationshallbeconsid
eredtohaveterminatedtheiremploymentwithEE.

9. CODEOFETHICS
1. The mission of EE should be realized through a common code of ethics upheld by

ourDirectors,Officers,Staff,andVolunteers.
2. Workandbusinessrelationshipsshouldbeconductedwiththehighestlevelofintegrity,respect,honesty
,diligence,trust,andfairnesswhicharethepillarsofourEEculture.
3. Individuals purchasing goods and services on behalf of EE shall conduct business in

amannerthatisconsistentwiththepurposeofEE.
4. All qualified vendors should be given equal opportunity to compete for EE business.Purchasing
decisions should be made on reasonable assessment of quality,
service,competitivepricing,andtechnicalqualifications.
5. Procurement decisions shall be made with integrity and objectivity, free from
anypersonalconsiderationsorbenefits,otherwiseknownaskickback.
6. The officers, employees, and agents of the recipient shall neither solicit nor acceptgratuities,
favours, or anything of monetary value from contractors, or parties to sub-
agreements.However,recipientsmaysetstandardsforsituationsinwhichthefinancialinterestisnotsub
stantial,orthegiftisanunsoliciteditemofnominalvalue.
7. Appropriate confidentiality and compliance with all applicable regulations and laws
areequallyimportant.
8. EEemployeesareexpectedandareheldaccountableforthefollowing:
8.1. Performingtheworkthatisindicatedinthejobdescriptionsaspertheexpectedplansandstandards;
8.2. Handlingwithduecareallequipment,instrumentsandtoolsgiventothemforwork;
8.3. Reportingforworkalwaysinfitmentalandphysicalconditions;
8.4. Alllocalcontractsandcompensationshallcomplywithnationalandlocallaws.
8.5. Refrainingfrom:
a) Anintentionalactthatendangerslifeorpropertyintheplaceofwork
b) Taking away property from the work place without the authorization of
theresponsibleperson;
c) Unauthorized access, use or abuse of EE property, such as, but not limited to,vehicles,
photocopiers, computers, computer software, internet access (i.e.,pornographicsites),e-
mails,faxmachinesandtelephoneswillnotbetolerated
d) Beingrepeatedlytardyforwork;
e) Beingabsentfromworkwithoutpermissionoroutsidetherulesoftheorganization;
f) Creatingorengaginginbrawlsorquarrelsattheworkingplace;
g) Acceptinggiftsorremunerationfromathirdpartyasarecognitionofcollaboration,whichmay
befoundirregularandresultindishonesty;

h) Gamblingorplayinggamesduringworkhours;
i) Using information known to the employees by reason of their official position
totheirprivateadvantage;
j) BreachingconfidentialinformationofEE;
k) BreachinganyaspectofEECodeofConduct.
9. Allstaffshouldfollowthefollowingduringfieldworks:
9.1. All instances in which staff are at heightened risk of harm due to program
activities,civilunrest,naturaldisaster,orotherexceptionalevents(e.g.beingstranded,abducted)shal
lbereportedtotheCEDimmediately.
9.2. Allinstancesinwhichstaffareinjuredshallbereportedpromptly.
9.3. AllEEvehiclesshouldbeoperatedinasafemannertoensuresafetyofdriverandpassengers.
9.4. Nosalaryorsalarytopofftobepaidtostaffofotherinstitutions.
9.5. Allbusiness-relatedtraveloutsideoftheareaofoperationmustbeapprovedbyCED.
10. Remunerationforstaffmustreflectthelocal
labourlawsandcannotexceedthemaximumnumberofallowablemonths.
11. All non-routine research activities must be approved by CED and have all appropriateand
adequate ethical/Institutional Review Board (IRB) clearance, in advance of
fieldactivitiestakingplace.
12. All persons conducting research shall have undertaken the appropriate research ethicstraining.

10. SEPARATION/TERMINATIONOFEMPLOYMENT
10.1. General
1. Theemploymentcontractcanbeterminatedbytheinitiationoftheemployerortheemployee.
2. Thefollowingshallconstitutereasonsforthetermination:
 Resignation
 Retirement
 Redundancy
 Probationarytermination
 Disciplinarytermination
 Healthproblems
 Cessationoftheorganizationpartiallyorwholly
 Imprisonmentorconvictionofanemployeeforlegaloffense
 Expiryofthecontractofemployment
3. Terminationpaymentsshallbegrantedasprovidedinthismanualandoraswillberequiredbylaw.
10.2. TerminationTypes
10.2.1. Resignation
1. Voluntaryterminationbyanemployeeshallbedoneinwritingandwillrequirethirty(30)calendardays’
noticebytheemployee.
2. Annualleaveshallnotbetakenfromthetimethatanemployeegivesnoticeuntilher/
hislastdayofemploymentwithoutthepriorapprovaloftheCED.
3. EEreservestherighttoacceptanemployee’sresignationimmediatelyuponreceiptandmaycompensat
etheemployeeinlieuofnoticeshouldthepropernoticebegiven.
4. An employee’s failure to return to work upon the expiration of a leave of absence,vacation, or

any other approved leave without explanation approved by
managementwillbetreatedasavoluntaryterminationofemploymentafterfive(5)daysofunapproveda
bsence.
5. Employees shall return any materials, equipment, or funds belonging to the

projectbeforetheirlastdayofemployment.
6. The employee will be held responsible, at the discretion of the CED, for
replacementandrepairofanymaterialsorequipmentdamagedthroughnegligence.
7. Anyoutstandingadvancesasoftheemployee’slastdayofemploymentwillbedeductedfromanyfundsd
uetotheemployee.

10.2.2. Retirement
1. ThemandatoryretirementageforstaffworkingforEEshallbe65years.
2. EEmayretainemployeesbeyondtheretirementageuponthediscretionoftheCED.
3. Aminimumnoticeperiodof60calendardaysshallbegiventoretiringstaffinwritingbytheHRDepartme
nt.
4. Article35ofthelabourProclamation377/2003shallbeconsideredingivingpriornotice.
10.2.3. DisciplinaryandotherTerminations byEmployer (EE)
1. In accordance with EE policy and Ethiopia labour laws, employees may be asked
toleaveemploymentforunsatisfactoryperformanceoftheirworkand/orgrossmisconduct.
2. Terminationduetootheroffensesnotresultingindismissalshalltakeplacewithapriornoticeofuptoone
-monthtime.
3. EE has high standards of behaviour for its employees. Employees who behave in
anunacceptable fashion, such as breaking the code of conduct or violating project
rules,regulations,andpolicies,willfacedisciplinarysanctionsproportionaltothegravityoftheoffenset
heyhavecommitted.
4. EE subscribes to a policy of progressive discipline in order to give any employee

theopportunity to improve her/his performance/conduct if deemed necessary.
Progressivedisciplinaryactionsareasfollows:
a) Providetheemployeewithnoticeofher/hisunsatisfactoryperformance/
conductinverbalform,usuallyfromtheimmediatesupervisor.
b) Provide the employee with a written reprimand, generally used after an oralwarning
has not been followed with improvement in behavior, or when theseverity of the
misconduct warrants documentation. A copy of the reprimandwill be placed in the
employee’s personal file for consideration during theannualperformanceevaluation.
c) Provide the employee with an opportunity to improve performance/conduct

bydraftingaperformanceimprovementplan(PIP).
d) Issue further communication related to performance/conduct of either positiveor

negative results. If performance/conduct does not reach a satisfactory levelin
accordance with the PIP, additional disciplinary action up to and
includingunpaidsuspensionwithafinalwarningindicatingpendingterminationforfailureto
takecorrectiveaction,maybeinvoked.

e) Employeeswhoareinvoluntaryterminatedbytheirsupervisorshallbeterminatedinwriting
andreceivethirty(30)days’notice.AtthediscretionoftheCED,theemployeemayreceivethi
rty(30)dayssalaryinlieuofnotice.
f) Reasons for termination shall be fully documented by the supervisor

andplacedintheemployee’spersonnelfile.
5. EE subscribes to a consistent level of fairness in all disciplinary action. EE reservesthe right

to discharge without progressive discipline should it become an appropriatemeasure.
6. Undesirable behaviors subject to disciplinary actions include but are not limited to
theoneindicatedonsection6.19
7. Employees have the right to enjoy a workplace that is free from harassment by wordsor
conduct resulting in fear, pressure, or discomfort caused by any other fellowemployee or
supervisor. Employees who engage in any form of harassment of
otheremployeesareininfringementofthisagreementandareliabletodisciplinaryactionorimmediat
edismissal.
8. Gross negligence, conviction for a criminal offense, or gross misconduct will result
inimmediatetermination.Grossmisconductincludesmisappropriation,negligentand/
orunauthorizeduseofprojectfunds,equipment,andproperty;violentbehaviororassault;theft;givin
goracceptingbribes;oranyotherbehaviorasdefinedbytheCED.
9. Certain offenses are so serious that they may warrant summary dismissal (i.e.,dismissal
without notice pay). An employee thought to be guilty of such an offenseshould be suspended
on full pay, pending the outcome of a hearing, which will
bereferredtoandconductedbytheCED.Theinquirymusttakeplacewithinfive(5)daysofsuchanoffe
nsebeingcommittedunlessdelayedbyaninvestigation,inwhichcasethis must be noted in writing
and placed on file. If the employee is found
guilty,immediatedismissalshallbedecideduponand/orapprovedbytheCED.
10. Vacationandotherbenefitsshallcontinuetoaccrueduringthenoticeperiod.
11. Involuntarily terminated employees will be paid their accrued vacation, and providentfund at
the time of dismissal. Any employee advances, prepaid benefit
allowances,andanyusedunearnedvacationorsicktimewillbeaccountedforandrecoveredfromany
final payments due to the employee. For further details on final payment, seeSection10below.
12. EEcanterminatetheemploymentofanemployeeonprobationatanytimebeforetheexpiryoftheproba
tionperiod.
13. An employee can be terminated if he/she is, for reasons of health or disability,
unabletocarryouthis/herobligationsunderthetermofemployment.

14. An employee who absents himself/herself beyond the sick leave entitlement of sixmonths in
any twelve months period shall be subject to termination due to healthproblems.
15. Absenceformorethan30daysduetoimprisonmentwouldresultintermination.
16. Employment may be terminated due to inability to perform prescribed duties in

asatisfactorymanner.
17. An employee should be informed of his/her deficiencies verbally as well as in

writingbeforethesupervisorproposestermination.
10.2.4. TerminationofaProgramme orDeductioninWorkforce
1. Atanytime,EEmayterminateorreducethesizeoftheproject.Asaresult,theprojectmayhavetoreduce
orterminateitsworkforce.
2. EEwillmakeeveryefforttoinformstaffasfarinadvanceaspossibleofsuchreductionortermination.
3. The notice of termination shall be made in writing and signed by the CED and
statethereasonsforandeffectivedateofthetermination.
4. Letter of terminations shall be handed to the employees in person. In case of

refusalorimpossibilitytofindtheemployees,thelettershallbepostedonthenoticeboardforaweekper
iod.
5. All such terminated employees will be eligible for all benefits as stipulated in
theterminationbyEESection10.4.
6. If an event, which entails cessation of the organization in part, or whole occurs;

theprovisionofthelabourproclamationshallbeapplied.
10.3. ExitInterviewandClearance
1. An exit interview is to take place with the employee either when or shortly after
noticeofseparationisprovidedeitherbytheemployeeorbyEE.TheCED,supervisor,and/orthe HR
Manager will conduct exit interviews and complete the exit interview form(Appendix13).
2. Thepurposeoftheexitinterviewistoallowanopportunityto:
a) Identifyreasonsforseparation.
b) Addressissuesregardingfinalpayandemployeebenefits.
c) Discussand/
orobtainthereturnofanyEEpropertythathadbeenentrustedtothecustodyorcareoftheemployee.

d) Discussothermiscellaneousmattersregardingtheemployee’sservicewiththeorganizationand
whatshe/hecanexpectinthefuture.
e) Answeranyquestionsregardingmatterssuchas:1)references;2)eligibilityforrehire;3)personn
elfileinspections;4)compensation;and5)severancepay.
3. All terminating employees will be required to circulate Clearance Form (Appendix 14)in
order to ascertain that proper handover of all property, documents and work isperformed.
4. ClearanceformswillbeprovidedbytheHRDepartment.
5. All termination payments will only be affected upon completion of the clearance
formandpresentationtoHRandFinanceDepartment.
10.4. TerminationPayments
1. Termination payment shall be made to provide the staff member or dependents

withanamountofmoneythatwillhelpalleviatefinancialpressureatthetimeofterminationofservice.
2. Allsuchpayments,withtheexceptionofpaymentforfuneralexpenses,shallbemadeafterpresentatio
nofclearancepaper.
3. In the case of death, the family should produce proper papers from the appropriatecourt.
4. Termination payments shall be effected as soon as possible when the staff

memberordependentspresentclearance.
5. Termination payments shall be made in relation to the reasons of termination

serviceasindicatedbelow.
10.4.1. PaymentforRedundancy/ClosureofaProgramme/ExpiryofContract
1. ForNon-managementstaff:
a) AsperthelabourlawofEthiopia
b) Gratuity of one-month basic salary for the first year of service at the organizationand
proportionate thereof, plus one-third of one-month salary or every
additionalyearofservice,thetotalnotexceeding12months’salaryofthestaffmember.
c) Redundancybenefitofonemonths'salaryifthestaffmemberservedforthreeormoreyears.
d) Approvedunusedannualleavepayment;
e) Outstandingsalaryandbenefits.
2. ForManagementstaff
a) AsperthelabourlawofEthiopia

b) Gratuity of one-month basic salary for the first year of service at the organizationand
proportionate thereof, plus two-third of one-month salary or every
additionalyearofservice,thetotalnotexceeding12months’salaryofthestaffmember.
c) Redundancy benefit of two months' salary if the staff member served for three
ormoreyears;
d) Approvedunusedannualleavepayment.
e) Outstandingsalaryandbenefits.
10.4.2. RetirementPayments
1. WillbedoneasperthelawEthiopianLabourLaw.
a) Gratuityofonemonth'sbasicsalaryforthefirstyearofserviceattheorganizationandproportionat
ethereof,plusone-
thirdofonemonth’ssalaryforeveryadditionalyearofservice,thetotalnotexceeding12month'ssa
laryofthestaffmember.
b) Approvedunusedannualleavepayment;
c) Outstandingsalaryandbenefits.
10.4.3. ProbationaryTerminationPayments
1. AspertheEthiopiaLabourLaw
a) Outstandingsalaryshallbepaid.
10.4.4. DisciplinaryorImprisonmentTerminationPayments
a) Approvedunusedannualleavepayment;
b) Outstandingsalaryandbenefits.
10.4.5. Resignationpayments
a) Those employees who served five and more years in EE are granted a gratuity ofone
month's basic salary for the first year of service at the organization
andproportionatethereof,plusone-
thirdofthemonthlysalaryforeveryadditionalyearofservice,thetotalnotexceeding12month'ssa
laryofthestaffmember;
c) Outstandingsalaryandbenefits.
10.4.6. HealthProblemTerminationPayments
a) Gratuityofonemonth'sbasicsalaryforthefirstyearofserviceattheorganizationandproportionate
thereof, plus one-third of the monthly salary for every additional year
ofservice,thetotalnotexceeding12month'ssalaryofthestaffmember.
c) Outstandingsalaryandbenefits;

10.4.7. DeathPayments
1. AspertheEthiopiaLabourlaw
a) Gratuityofonemonth'sbasicsalaryforthefirstyearofserviceattheorganizationandproportionate
thereof, plus one-third of the monthly salary for every additional year
b) Death benefit as per the insurance policy, in cases of job-related death (paid by
theinsurancecompany)
c) Approvedunusedannualleavepayment;
d) Outstandingsalaryandbenefits.
10.4.8. PoorPerformanceTerminationPayments
a) AspertheEthiopiaLabourlaw
b) Gratuity of one-month basic salary for the first year of service at the organization
andproportionate thereof, plus one-third of the monthly salary for every additional year
c) Approvedunusedannualleavepayment;
d) Outstandingsalaryandbenefits.
10.4.9. NoticePeriodPayments
a) The organization shall pay 1-month salary in lieu of notice for redundancy and
forothergroundsasprescribedinArticle35ofthelabourProclamation377/2003.
b) Theorganizationhastherighttodeductfromterminalbenefitsinlieuofnoticeperiodiftheemployeed
oesnotgivenoticeofterminationduringresignation.
10.5. References
EE will provide a standard letter stating the following: employee name, dates of
employment,positions held, and most recent salary while employed. Any other comments can be
made atthediscretionoftheCED.
10.6. ProjectFollow-on
1. IfEEisawardedafollow-
onproject,anyexpenditureincurredasaresultoftheprojectthatended(“old”project)cannotbepaidfo
rbythefollow-on(“new”)project.Accordingly, in relation to personnel issues, all employees
will be terminated from
theoldproject.Employeeswillbehiredbythenewprojectasnecessary.Thismeans:
1.1. Vacation:AllaccruedvacationtimeearnedunderEEwillbepaidoutasofthelastdayofemployme
ntontheoldproject.Employeeswillstartonthenewprojectwithazero-balancevacation.

1.2. Sickleave:Sickleavedoesnotcarryovertothenewproject.Allunusedsickleavewill be lost, and
employees will start the new project with a sick leave balance ofzerodays.
1.3. Severance:Employeeswillbepaidoutforanyseverancepayduetothembeforethecompletionof
theoldproject.
1.4. Pension: Any earned pension benefit as of the last day of employment on EE
willbepaidtothepensionfundbytheproject.Allemployeeswillstartthenewprojectwith a $0.00
balance in their pension fund. EE pension fund contributions will
bepaidtotheemployeecontingentuponEthiopialocallawand/orthefund’srules.
10.7.OtherSeparationProceduresandObligations
1. Immediatelyuponterminationofemploymentforanyreason,theemployeewilldeliverto the
employer, without keeping any copies whatsoever: all funds, files, documents,papers,
materials, or any other property in the employee's possession that belongs orrelates to the
employer. Failure to do so entitles the employer to withhold the finalsalarypayment.
2. While employed and following termination of the employment contract, the employeeshall
not disclose any information about the interests or business of the employer
toanythirdpartyandundertakestosafeguardalltechnical,commercial,andconfidentialinformation
oftheemployeranditsassociatedcompanies,aswellasthirdpartieswithwhomtheemployerhasdeali
ngsatalltimes.

11. APPENDICES
Appendix1.Eyu-EthiopiaContractofEmployment
ContractingParties
Thiscontractofemploymentismadeandenteredinby:
Eyu-
Ethiopia(hereafterreferredtoasthe“Employer”)GenetTareke
gnBuilding,4thFloor,
Kebele 16, Tana Sub-
city,Bahirdar,Ethiopia;
And
Mr/Ms/Mrs
Address:Region ,City/Woreda ,Kebele ,
HouseNumber ,Tel ,Email ;
DateofBirth ;hereafterreferredtoasthe“Employee”.
Article1:TypeofEmployment
1.1.ThiscontractbetweenthetwopartiesismadeandenteredforFixed-Term/Short-Term
(Deleteasappropriate)employment
Article2:Jobtitle
2.1. TheEmployerundertakestoengagetheEmployeeinthepostof
andtheEmployeeascertainsthatshe/heacceptstheemployment.
2.2. TheEmployeeisdirectlyaccountableto .
Article3:PlaceofWork
3.1.TheplaceofworkoftheEmployeeshallbeatBahirDar.
Article4:DurationofContract
4.1. ThisContractshallremaininforceforaprobationperiodof
dayscommencingfrom andendingon .
4.2. This Fixed Term Contract shall remain in force for a period of Twelve month(s) commencingfrom
andendingon .
Article5:Employee’sWarranties
5.1. TheEmployeeguaranteesthatshe/heisprofessionallyqualifiedfortheaforementionedjob.
5.2. She/hefurtherguaranteesthatdocumentsandtestimonialsshe/hepresentedtotheEmployeraregenuine.
5.3. Should the Employee be found incompetent or should documents and testimonials she/hepresented found
to be false, the Employer reserves the right to terminate this contract
withoutprejudicetoclaimanydamagesitmayhavesuffered.

Article6:Remuneration
6.1. TheEmployeeshallbeentitledtoamonthlygrosssalaryofBirr .
6.2. The necessary tax levied by the Government shall be deducted from such salary and the netsalary shall
be paid by the Employer in arrears not later than the last date of the month
duringwhichthesalarywasearned.
Article7:Allowance
7.1. The Employee shall be entitled travel allowances when she/he is traveling away on
dutyoutsideofher/hispermanentplaceofwork.
7.2. The amount of such allowances shall be as per the rate stated in the Finance and
OperationsPolicyManual.
Article8:AnnualLeave
8.1. The Employee shall be entitled to 15 working days of leave in the first calendar year of serviceprorated
to her/his date of hire and one additional leave day for every additional year of
serviceprovidedbutnotexceeding26workingdaysinanyyear.
Article9:Insurance
9.1. The insurance scheme shall provide a compensation for death, permanent total
disablement,temporarytotaldisablement,andmedical,surgicalandhospitalexpensesincurredinconnectionwit
hanaccident.
9.2. The medical insurance for all employees upon presentation of valid evidence for the insurancecompany
shall be applicable as long as they are within the limits for outpatient and inpatientcare cover of the
insurance policy. The medical insurance includes spouse and children belowtheageof21.
Article10:PensionScheme
10.1.As per Ethiopian Law, monthly, EE will contribute to the Government of Ethiopia Pension
FundSchemeforemployees.Therateis10%fromEEand8%fromtheemployee.
Article11:Termination:Thiscontractofemploymentshallcometoanend:
11.1. UpontheexpiryofthecontractperiodexpressedunderArticle4above.
11.2. DuetooneormoreofthegroundsforterminationasprovidedundertheLaborProclamationno.377/2003.
11.3. DuetooneormoreofthegroundsforterminationaspertherulesandregulationsoftheEmployer.
Article11:Miscellaneous
12.1. TheEmployee’sjobdescriptionandEEHumanResourcePolicyandProceduresManualshallconstituteanin
tegralpartofthisContract.
12.2. TheLaborProclamation377/2003,CivilCodeof1960,andthePrivateOrganizationEmployees’PensionProc
lamationNo.715/2011shallbeapplicableasappropriate.
12.3. The Employer has the right to take disciplinary action against the Employee in accordance
totheemployer’srules,regulations,policiesormanuals.

The Employer and the Employee hereby declare that they understand thoroughly the
aboveprovisionsandagreetosigntoabidebysuchprovisions.
FortheEmployee FortheEmployer
Name: Name:
Date: Date:
Signature: Signature:

Appendix2.Eyu-EthiopiaContractofSuretyship
ContractingParties
Thiscontractofsuretyshipismadeandenteredinby:
Eyu-Ethiopia(theEmployer)
Genet Tarekegn Building, 4th
Floor,Kebele16,TanaSub-city,
Bahirdar,Ethiopia;
And
Mr/Ms/Mrs (theEmployee)
DateofBirth ;
And
Mr/Ms/Mrs (theSurety)
DateofBirth ;
1. ObjectiveofContract
1.1.
Thesuretywantstoguaranteeanypropertyorfinanciallosetheemployerwouldfaceintheevent
ofthefaultornegligenceoftheemployeeinthedischargeofhis/herduties.
2. TheLiabilityoftheSurety
2.1. ThesuretyrecognizingandacceptingthatMr/Ms
istheemployeeofEyu-
Ethiopia,undertakestobeliablejointlyandseverallyasperArticle1933ofEthiopiancivilcodewith
theemployeeintheeventoflossordamagebythelater(employee)ontheemployer.
2.2. Theamountofliabilityisuptobirr50,000.00(FiftythousandBirr).
2.3. Thiscontractisconcludedinthepresenceoftwowitnessesandsignedasfollows.
3. Signatures
12.4. TheEmployee’sjobdescriptionandEEHumanResourcePolicyandProceduresManualshallconstituteanin
tegralpartofthisContract.
12.5. TheLaborProclamation377/2003,CivilCodeof1960,andthePrivateOrganizationEmployees’PensionProc
lamationNo.715/2011shallbeapplicableasappropriate.
12.6. The Employer has the right to take disciplinary action against the Employee in accordance
totheemployer’srules,regulations,policiesormanuals.

The Employer, the Employee and the Surety hereby declare that they understand
thoroughlytheaboveprovisionsandagreetosigntoabidebysuchprovisions.
FortheEmployee FortheEmployer
Name: Name:
Date: Date:
Signature:
Signature:
ForSurety
Name:
Date:
Signature:
Witness1 Witness2
Name: Name:
Address:
Address: Date:
Date:

Appendix3.Eyu-
EthiopiaEmployeeHistoryandEmergencyForm
1. PersonalInformation
Name
FatherName
GrandFatherName
Nationality
DateofBirth
PlaceofBirth
Gender
Address Region ,
City/Woreda ,Kebele
,HouseNumber
,
Tel ,Cellphone ,
Email ;
PassportDetails Number:
DateIssued
ExpiryDate
MaritalStatus Married
SingleDiv
orcedWid
owed
IfMarriedNameofSpouse Name
FatherName
GrandFatherName
Childrendetails Dateofbirth
Children’sname Sex (Date/Month/Year)
1.
2.
3.
4.
2. EmergencyContact
Name
FatherName
GrandFatherName
Relationship
Address Region ,
City/Woreda ,Kebele
,HouseNumber
,
Tel ,Cellphone ,
Email ;
3. LanguageAbility(OtherthanAmharic)

Language Speaking Listening Writing Reading
English
Other(Pleasespecify)

4. EducationalBackground(HigherEducation)
Graduation CertificateObtained
No. NameofInstitute Year Subject/Major (Diploma, BA,
MA,MSc)
5. EmploymentHistory
YearsofWorkExperiencebeforeJoiningEyu-Ethiopia
DateEmployed
No. NameofEmployer (From-To) LastPositionHeld
1
2
3
4
6. DriverLicence
ValidDriverLicence Yes No
Ifyes,grade license number ExpiryDate:
7. CurrentStatusatEyu-Ethiopia
Employmentdate:
EmployeeIDNo.
StartingPosition
StartingSalary
CurrentPosition
CurrentSalary
6.3.
8. EmployeeConfirmationandSignature
Iherebycertifythattheaboveinformationgivenbymeistrueandcompletetothebestofmyknowledge.
Signature ,Date
OfficeUseOnly
Reviewedby
Date

Appendix4.Eyu-
EthiopiaHumanResourcePolicyandProceduresMa
nualAcceptanceForm
1. Signatories
ThisHumanResourcePolicyandProceduremanual acceptanceformissignedbetween:
Eyu-Ethiopia(theEmployer)
Genet Tarekegn Building, 4th
Floor,Kebele16,TanaSub-city,
Bahirdar,Ethiopia;
And
Mr/Ms/Mrs (theEmployee)
DateofBirth ;
2. Acceptance
I theEmployee of Eyu-Ethiopia confirm that I have read and accepted all

thepolices and procedures of Eyu-Ethiopia as stipulated in the Eyu-Ethiopia’s Human Resources
PolicyandProcedureManual,andwillabidebytherulesandregulationsoftheorganisation.
Employee FortheEmployer
Name: Name:
Date: Date:

Appendix5.Eyu-EthiopiaCodeofConduct
1. EmployeeDetail
IMr/Ms/Mrs
(theEmployee)acknowledgethatIhavereadandunderstoodEyu-Ethiopia’sCodeofEthicsandSafeguardingPolicy.
Bysigningthisdocument,Iagree:
1. TocomplywithEyu-Ethiopia’sCodeofEthics.
2. TocomplywithEyu-Ethiopia’sSafeguardingPolicy.
3. To reportany concerns orincidents in line with procedures setoutin Code ofEthics
andSafeguardingpolicy.
4. ToraiseawarenessofSafeguardingpolicyandCodeofConductinmyworkenvironment.
2. Iwill:
1. Becommittedtoplayingmypartincreatingacultureofopennessandmutualaccountabilityin the
workplace. This culture will enable all safeguarding concerns to be both raised
anddiscussed.Thiswillinturnensureinappropriateandabusivebehaviourischallenged.
2. Help create and/or uphold an environment that is safe, positive and encouraging,
wherepeoplearelistenedtoandrespectedasindividuals.
3. Ensure the use of the ‘Two Adult Rule’. This means, when interacting with at-risk adultsand/or
children in a work context, I will ensure that another adult is present or within reachatalltimes.
4. Ensure physical contact is at all times appropriate and not an invasion of the individual’sprivacy.
5. Usepositive,non-violentmethodstomanagebehaviour.
6. Respect an individual‘s dignity and their need to be safeguarded at all times when
takingphotographs,filmingorwritingreports.
7. Ensurethatwhenphotographing,filmingorinterviewingchildrenand
adults, the guidelines within the policy are followed and that consent has been obtained,individuals
are properly dressed and are not depicted in a way that is abusive,
sexuallyprovocative,demeaningorculturallyinappropriateorthatcharacterisesthemasbeingreliantonthe
viewer.
8. Protect and handle personal data of others with care, to minimise the risks posed by thirdparties who
receive information about children and adults from Eyu-Ethiopia or its partnerorganisations.
9. Respondtosafeguardingconcernsaccordingtothereportingprotocol.
10. Complywithanyinvestigationledbyofficialbodies(includinginterviews)andmakeavailableanyinformati
onnecessary.
11. Reportpotentialconflictofinterestandavoidanybusinessorfinancialrelationship,transaction, or event
which may be viewed as a conflict of interest between staff and anoutsideparty.
12. Devotemyfulltimeandefforttocarryouttheresponsibilitiesofmypositionfaithfullyandnotundertake
activities that lie outside the position's responsibilities during normal work
hoursorwhentravelingonEyu-Ethiopiabusiness.
13. Conductalldutiesinaresponsible,safemannerandwithintegrity.
14. Take leave without pay or resign from Eyu-Ethiopia if I want to seek elective office, so thatEyu-
Ethiopiamaymaintainitsnon-partisanshipprincipleandtoavoidanyconfusionwhether

Eyu-Ethiopiaissupportingeitherthestaffpersonortheirpoliticalparty.IwillinformEyu-
Ethiopiaofmyintentionattheearliestopportunity.
3. IwillNever:
1. MisappropriateEyu-Ethiopia’sorotherdonor’sfunds.
2. Engageinsexualactivityorhaveasexualrelationshipwithachild,regardlessofconsentorlocalcustom.Mista
kenbeliefintheageofachildisnotadefence.
3. Condoneorinanywayforceanadultatrisk,orachild,toparticipateinanyformofsexualactivity,r
ealorsimulated,ontheinternetorinanyothermedium.
4. Makesexuallysuggestivecommentsoractionstoachild,evenasajoke.
5. Touch, hold, kiss or cuddle an adult at risk, or a child, in an inappropriate and/
orculturallyinsensitiveway.
6. Marryapersonbelowtheageof18,regardlessofconsentorlocalcustom.
7. Helpat-riskadultsorchildrenwithactsofanintimateorprivatenature,which
theycandoforthemselves.Suchactionsmayonlybeundertakenforanindividualwhohasacknowledgedthen
eedforthatassistancedirectly,orthroughaparent/guardian.
8. Engage in activities involving close body contact with at-risk adults and/or children,
beyondprofessionalrequirements.
9. Hitorotherwisephysicallyassault,orphysicallyabuseanyone,noruseanyformofcorporalpunishmentasad
isciplinarymeasure.
10. Condone, or participate in behaviour with at-risk adults or children that is illegal, unsafe
orabusive,includingbeingpartofharmfultraditionalpractices,spiritual,ritualisticorsubstanceabuse.
11. Actinwaysintendedtoshame,humiliate,belittleordegradeothers,orotherwiseperpetrateanyformofemoti
onalabuse.
12. Exploit adults or children for their labour (e.g. domestic servitude, street begging) or forsexual
purposes, or participate in the trafficking of children. ‘Child domestic servitude’ doesnot include
occasional house help, babysitting, kitchen gardening during school holidays
orgeneraldomestictasksoutofschooltime.
13. Developrelationshipswithchildrenoradultsthatcouldbedeemedexploitativeorabusive.
14. Spendexcessivetimealonewithanat-
riskadult,orachild,awayfromothers,behindcloseddoorsorinasecludedarea(inlinewiththe‘TwoAdultRul
e’).
15. Take an at-risk adult, or a child, who has been involved in our programmes, to my home,
orvisitthemintheirhomewhereImaybealonewiththem.
16. Sleep in the same bed or the same room as an at-risk adult or a child met through work
orallowthemtostayovernightatmyhome.
17. Take an at-risk adult or a child met through work alone in a vehicle unless it is
absolutelynecessary,andonlywithparental/guardianandmanagerialconsent.
18. Be involved in discrimination or harassment based on race, religion, ethnicity, gender,
sex,sexualorientation,maritalstatus,pregnancy,disability,ageorphysicalormentalcondition.
19. UseapositionofauthorityinEyu-
Ethiopiatosexuallyexploitorabuseafellowworkertakingadvantageoftheirvulnerabilitywhichincludes(b
utisnotlimitedto)threateningorintimidatingbehavior,abusivelanguage,commentsorjokesthatmakeother
sfeeluncomfortable,discriminatoryofsexuallysuggestiveposters,screensavers,photographsorotherdispl
aysthatmaketheworkplaceanunpleasantorhostileworkenvironment.
20. BeinvolvedinproselytizingonEyu-Ethiopiapropertyorwhileperformingofficialduties.
21. BeinvolvedinsolicitationonEyu-Ethiopiapropertyorwhileperformingofficialduties
22. Access and use (unless authorised) or abuse of EE property, such as, but not limited
to,officepremises,vehicles,photocopiers,computers,computersoftware,Internetaccess(i.e.,pornographi
csites),documents,publications,e-mails,faxmachines,telephones,and
furniture.

23. GambleorplaygamesonEyu-Ethiopiapropertyorduringworkhours.
24. Provide private services for the personal benefit of a supervisor. This includes, but is
notlimitedtoperformingpersonalerrands,doingmaintenanceworkatasupervisor’spersonalresidence, or
a supervisor borrowing money on Eyu-Ethiopia property or during workhours.
25. Hold, directly or indirectly, a position of financial or other interest in an outside concern (i.e.board
membership) which provides services competitive to those provided by Eyu-
Ethiopia,orfromwhichEyu-Ethiopiasecuresgoodsandservices.
26. Compete with Eyu-Ethiopia, directly or indirectly, in the purchase or sale of property
orpropertyrights,interests,andservices.
27. Disclose or use non-public information obtained through Eyu-Ethiopia for personal gain
orprofitorforafamilymember'spersonalgainorprofit.
28. Accept gratuities or special favours from an outside concern that does, or seeks to do,business with
Eyu-Ethiopia that may be interpreted as an attempt to influence you in theperformanceofyourduties.
29. EmployorcontractfamilymembersforEyu-Ethiopia.
30. Retain,directlyorindirectly,consultantswhohaveafinancialinterestoremploymentthatconflictswithservi
cesprovidedbyEyu-Ethiopia.
31. DuringEyu-Ethiopiaworkhours,useresourcestoconductpersonalconsulting/personalactivities.
32. DiscussEyu-
Ethiopia’sorganizationalinformation,stafforcontractinformationinopenareas(hallways,openoffices,ve
hicles,etc)
33. InvolveinpoliticalorreligiousactivityinEyu-EthiopiaworkingoursorrepresentingEyu-Ethiopia.
4. Acknowledgement
I, ,acknowledgethatIhavepersonallyreviewedEyu-
Ethiopia’sCodeofConductandagreetocomplywithitsvalues,principles,proceduresandstandardsof conduct. I
understand the examples provided do not cover every situation but are meant
asguidanceinhelpingmetoconductmyselfconsistentwiththeexpectationsofthehigheststandardofconduct for
Eyu-Ethiopia. I also understand that it is my responsibility to seek guidance if I
havequestionsabouttheCodeofConductandtheSafeguardingPolicy.
I understand that the provisions within the Code of Conduct are subject to change and that I amexpected to
adhere to any current or revised provisions. I also understand compliance with theCode of Conduct is a
minimum requirement by Eyu-Ethiopia to maintain my status as a staffperson, consultant, or volunteer of
Eyu-Ethiopia, but compliance does not guarantee my status withEyu-Ethiopia.
I understand that I must report any suspected violation of the Code of Conduct and
SafeguardingPolicyandcooperatewithanyinvestigationifrequestedtodoso.
Date:
Signature:

Appendix6.Eyu-
EthiopiaMedicalInsuranceNominationForm
1. Detail
EmployeeName
Position
I hereby notify that the following persons are my beneficiaries to receive Medical Insurance,
untiltheterminationofthecontractofemploymentbetweenEyu-Ethiopiaandme.
No. FullName Address DateofBirth Relationship
2. Signature
EmployeesSignature Date
Witness
Name Signature
1.
2.
3.

Appendix 7. Eyu-Ethiopia Fraud and
CorruptionReportingForm
ALLINFORMATIONINTHISFORMWILLBETREATEDCONFIDENTIALLY
This form should be completed by the relevant Director or CED in all cases in which it
isconcluded that there is a reasonable suspicion of fraud, corruption, money laundering
orterroristfinancing.
TheFormshouldebsenttotheBoardChairandCivilsSocietiesOrganisationAgency.
Theformshouldbecompletedattheearliestopportunity,eventhoughinvestigationsmay
be ongoing. As new information becomes available, the form should be updated and re-
senttotheaboverecipients.
Details
DateofDiscovery
MethodofDiscovery
Highlightthenatureofthesuspicione.g.fraud,c
orruptionetc
AmountofLossDiscovered/Suspected
Detailsanyprojects/fundsinvolved
Controlweakness/failureidentified
ActiontakeninResponsetoFraud
Commentonpotentialforfurtherlosses
Formcompletedby
Name:
Position:
Signature:
Date:
FormReportedTo:
ReportedDate:
ForOfficeUseOnly
SummaryAssessment
ActionTaken
Anyadditionalinformation

Appendix 8. Eyu-Ethiopia Safeguarding
ConcernReportingForm
ALLINFORMATIONINTHISFORMWILLBETREATEDCONFIDENTIALLY
Personnel, Representatives and Partners must report any behaviour that

issuspectedofcausingHarmandanyinstancesofPolicynon-compliance.
Youcansendthisformtoethiopiaeyu@gmail.com
Informationaboutyou
Name
PositioninEEorinRelationtoEE
Telephone/cellphone
Email
Date
Informationaboutthechildoradultvictim(ifmorethanoneaffectedpleaseincludeall
Name
Victimrequesttoremainconfidential Yes No Donotknow
Male Female Age:
Currentlocationofthevictim
(includewhothepersonliveswithifapplicable)
Anyadditionalinformationaboutthevictim,suchas
injuries,disability,generalimpressions.
Whatactionshavebeentakentoensurethe
victim’ssafetyatpresent?
InformationonthesuspectedHarm
Whathappened?
Whendidittakeplace(dateandtime)?
Wheredidittakeplace?
InwhichEEProject?
Were there witnesses? If yes – who are they
andhowcantheybecontacted?
HowdidyoubecomeawareofthisSafeguarding
Concern?
Whoelsehasbeeninformedaboutthis
Safeguarding Concern (include both internal
andexternale.g.police/doctors)?
Ifapplicable:Informationaboutthesuspectedperpetrator/person(s)involved
Name: Male Female
Suspectedperpetrator’srelationshiptovictim:
Suspectedperpetrator’saddress:

Appendix9:SafeguardingRegister
Date Name Safeguarding PersonI Action Follow-upNote

ofConcer ofVicti Concern nvolved Taken
nReporte m
d

Appendix10.Eyu-
EthiopiaGrievanceRegistrationForm
1. Background
Complaints/grievances are a valuable source of feedback and an important tool for organizationand staff
development. Genuine and on time complaints can help Eyu-Ethiopia management
toidentifytheneedsofourstaffs,increasestaffinvolvementandimproveperformance.
Employees lodging grievances to supervisors and or the management should understand and
areresponsiblefor:
a) Strictlyfollowingthegrievanceprocedures.
b) Cooperating and participating in attempting to resolve the grievance by openly
discussingwithsupervisorsandthemanagement.
c) Adhere outcomes and feedbacks forwarded from Eyu-Ethiopia regarding the resolutionprocess.
d) Keeping confidentiality by only involving people who are involved in the resolution
processandtothemselves.
2. Precondition
A Grievance/complaint should only be lodged if you have been unable to resolve your issue orconcern
informally. Complainants may be contacted and asked to provide additional information
tosupporttheircomplaint.
3. GrievantDetails
Name
Department/Programme
Position
4. GrievanceDetails
Grievance
Scale(High,Medium,L
ow)
DescribeNatureofGrievance
Have you your Yes

other
lodgedcompliant to No
anysupervisorylevelstaff
?
What would you like
torecommend to resolve
yourcomplaint? (What is
yoursuggestion)?
Anyothercomment?
5. PrivacyNotice
We will only use the information collected on this form to help Eyu-Ethiopia management
toformallyprepareandcompileemployee’scomplaintandreviewandprovidetimelydecision.Yourpersonal
information will not be disclosed to any other person and access will only be provided
toHRandauthorizeofficials.
6. Acknowledgement
To the best of my knowledge, all the information provided above is true and correct.Name:
Date:
Signature:
ForOfficeUseOnly:

CompliantReceivedby:
DateReceived:
ReviewandDecisionSummarybythe
management

Appendix11A.Eyu-EthiopiaPerformanceAppraisalForm
ForDirectors/Officers/Supervisors
1. General
o Thisformisusedtoevaluateprofessionals,programmestaffandforthosewhoseassignmentincludessupervision.
o Thisformshallbefilledannuallybytheconcernedevaluatororimmediatesupervisoroftheemployeeevaluated.
o Theevaluatorshallproperlyevaluatethepersonirrespectiveofpersonalitiesandprivatematters.
2. AppraisalScoring
Point
PerformanceRating
Rating
Exceedexpectations:Performanceconsistentlyexceedsexpectationsinallessentialareasofresponsibility,a
ndthequalityofworkoverallwasexcellent.AnnualGoalsmet 5
MeetsExpectation:Performanceconsistentlymetexpectationsinallessentialareasofresponsibility, at
times possibly exceeds expectations, and the quality of work overall was
4
verygood.Themostcriticalannualgoalsweremet.
NeedsImprovement:Performancedidnotconsistentlymeetexpectations–performancefailedto meet
expectations in one or more essential areas of responsibility, and/or one or more of
3
themostcriticalgoalswerenotmet.
Below Expectation: Performance was consistently below expectations in most essential areasof
responsibility, and/or reasonable progress toward critical goals was not made.
2
Significantimprovementisneededinoneormoreimportantareas.
Unsatisfactory:Performance was unsatisfactory in most essential areas of responsibility,and/or

reasonable progress toward critical goals was not made. Significant improvement 1
isneededinmostofimportantareas.
3. EmployeeDetails
Name
Position
YearofAppraisal
4. EvaluatorDetails
Name
Position
5. PerformanceFactors:Pleaseencirclethepointtheemployeedeservesandindicatetheaveragepoint.
No. Description PointRating
3.1 QualityofWork:DemonstratesKnowledgetoaccomplishjobdutieseffectively. 1 2 3 4 5
Workswithend-in-mindtodoworkrightthefirsttime
Productivity:Getsresults,wellorganized,usesresourcesefficiently,handles
3.2 fair share of workload, takes initiative and follows through 1 2 3 4 5
tocompletion.Respondsquicklytoinquiries.Delegatesasappropriate.
3.3 ClientSatisfaction:Accuratelyidentifiesrespond needs of clients and 1 2 3 4 5

stoexternalandinternalclients.
ThinkingandProblemSolving:Analyzessituationstoresolveeffectively,lear
3.4 nsfromsuccessesandmistakes,proactive,innovative, 1 2 3 4 5

andresponsivetochange and new ideas. Recognizes when
supervisoryinputisnecessary.
TeamWork:Workstoenhanceteamperformance,respectsdiversity,
3.5 collaborates,sharesinformationandcommunicateseffectivelywith 1 2 3 4 5
superiors/peers.
3.6 CommunicationSkill:Written,verbalorinterpersonalabilitytodeal
withclients,supervisorsandsubordinatesasneededtodothejoband 1 2 3 4 5
resolvedifficultsituations.
3.7 Inclusiveness:Showsrespectforpeopleanddifferences;promotes
fairnessandequityengagesthetalents,experiences,andcapabilities
ofothers;fostersasenseofbelonging;workstounderstandthe 1 2 3 4 5
perspectivesofothers;andcreatesopportunitiesforaccessand
success.
3.8 ProblemSolving/DecisionMaking:Problemsolving–Identifies
problems,involvesothersinseekingsolutions,conductsappropriate
analysis,searchesforbestsolutions;respondsquicklytonew
challenges.Decision making – Makes clear, consistent and 1 2 3 4 5
transparentdecisions;actswithintegrityinalldecisionmaking;
distinguishesrelevantfromirrelevantinformationandmakestimely
decisions.
3.9 PlanningandOrganizing:Achievesunit’splanswithintimelinesand
resources;scopes,plansandscheduleswork;setsprioritiesandgoals;
anticipatesandadjustsforproblems;evaluatesworkloads;measures 1 2 3 4 5
andevaluatesperformanceagainstgoals.
3.10 InnovationandCreativity:Initiatingworkableideas,techniques,
solutions,andwillingnesstochange/trynewapproaches. 1 2 3 4 5
Dependability:Meets established work schedules. Effectively
3.11 structuresactivitiesandrespondstoprioritiesanddeadlines. 1 2 3 4 5
Leadership:Articulatesvisiontoachievegoals.Promotesteamwork
3.12 withinandacrossorganization.Encouragesprofessionaldevelopment
andconductsscheduledperformanceevaluation(s).Setsexamplefor 1 2 3 4 5
expectedperformance.
Averagepoint
6. EvaluatorComments
Date:
Signature:
7. EmployeeComments
Date:
Signature:
ForOfficeUseOnly:
AppraisalSubmissionDatetoHR:
Review and Decision Summary

bytheManagement

Appendix11B.Eyu-EthiopiaPerformanceAppraisalForm
ForGeneralServiceStaff
1. General
o Thisformisusedtoevaluateforgeneralserviceworkers.
2. AppraisalScoring
Point
PerformanceRating
Rating
times possibly exceeds expectations, and the quality of work overall was 4
3
2

3. EmployeeDetails
Name
Position
YearofAppraisal
4. EvaluatorDetails
Name
Position
No. Description Point

Knowledge of work: Employees ability to understand methods
3.1 andproceduresfordoingthejob. 1 2 3 4 5
Quantity & Quality of work: How well does the employee do his/herassigned
3.2 duties; consider if the employee is a careful worker and 1 2 3 4 5
his/heraccuracyand/orneatnessofwork
Ability to understand instructions: Promptness in understanding
3.3 1 2 3 4 5
andhandlingideasandassignments
Team work/ cooperation: How well does the employee get along
3.4 withothers?abilitytoworkinharmonywithothers
1 2 3 4 5

Punctuality:employee’s promptness in handling duties and
1 2 3 4 5
3.5 conformingtoworkhours
Handling of property/equipment: Ability to handle properties
1 2 3 4 5
3.6 andequipmenttomaximizetheirservicelife
Degree of Flexibility: ability to promptly seek for alternative solutions
3.7 1 2 3 4 5
intimeofneedandwillingnesstohandleadditionalassignments.
Reliability /Honesty: Integrity in handling organizational resources
3.8 1 2 3 4 5
andduties
Averagepoint
Date:
Signature:
7. EmployeeComments
Date:
Signature:
ForOfficeUseOnly:
Review and Decision Summary

bytheManagement

Appendix11C.Eyu-EthiopiaPerformanceAppraisalForm
ForDriverLogisticians
1. General
o ThisformisusedtoevaluateforDriverLogisticians.
2. AppraisalScoring
Point
PerformanceRating
Rating
times possibly exceeds expectations, and the quality of work overall was 4
3
2

3. EmployeeDetails
Name
Position
YearofAppraisal
4. EvaluatorDetails
Name
Position
No. Description Point
3.1 Driving skill and competence:Carefulness and accuracy in driving to 1 2 3 4 5

avoidaccident
3.2 Safetyrecord/Accidentfree:Accidentrecordduringtheyearofevaluation 1 2 3 4 5
3.3 Equipment/vehiclehandling:Timelymaintenanceandcleanlinessofvehicle 1 2 3 4 5
Team work/ cooperation: How well does the employee get along
3.4 withothers?abilitytoworkinharmonywithothers 1 2 3 4 5
3.5 Dependability: The extent to which the employee completes
assignments,abilitytotakeactionwithoutbeingtoldandwithoutclosesupervision 1 2 3 4 5

Punctuality:employee’s promptness in handling duties and conforming toworkhours
3.6 1 2 3 4 5
Degree of Flexibility/Obedience: ability to promptly seek for
3.7 1 2 3 4 5
alternativesolutionsintimeofneedandwillingnesstohandleadditionalassignments.
Handling of financial matters:Adherence to financial procedures
3.7 whilehandlingdutiesrelatedwithfinance. 1 2 3 4 5
Reliability /Honesty: Ability to provide reliable information/document
3.8 withregardtoorganizationalduties 1 2 3 4 5
Averagepoint
Date:
Signature:
7. EmployeeComments
Date:
Signature:
ForOfficeUseOnly:
Review and Decision Summary by

theManagement

Appendix12.Eyu-EthiopiaLeaveRequestForm
1. EmployeeDetails
Name
Position
NumberofDays/Hoursrequested
2. Typeof Leave
 LegalAnnualLeave ( )
 SpecialAnnualLeave ( )
 SickLeave ( )
 Maternity ( )
 Exam.Leave ( )
 SpecialLeave ( )
 Leavewithoutpay ( )
DatesRequested
From to
3. IfMaternityLeave
Grantedmaternityleavebeforedelivery.Numberofday’s
From to
Expecteddateofdelivery:
Grantedmaternityleavedelivery.Numberofday’s
From to
Expectedreturndatetowork:
4. Approvals
Requestedby: Signature Date
Approvedby:
Signature Date
Authorisedby: Signature Date
Remarks:
ForOfficeUseOnly:
TypeofLeave Carryoverfromthepr Alternate for TotalAvai Utilized Remaining
eviousyear theyear lable Balance

Appendix13.Eyu-EthiopiaExitInterviewForm
1. EmployeeDetails
Name
Position
DateEmployed
DateTerminated
SupervisorName:
2. ReasonforLeavingEyu-Ethiopia
HigherPay BetterBenefitpackage BetterCareeropportunity
ConflictwithManager/Management Location Family/personal
reasonOther:ifpossiblepleasespecify
3. Interview
Wereyouadequatelyorientedwhenyoustartyourjob? Yes No
Didanyonetrainorinstructyouonhowtoperformyourjob Yes No
duties?
Type of
WhatdidyoulikemostaboutworkingatEyu-Ethiopia? WorkCo-
workersBenefi
ts
Working
ConditionSuperviso
r
NewCareerpath
Other(specify)
Beforeyoudecidetoleave,didyouinvestigateoptionsthat Yes No
mightenableyoutostay?
Whatareyougoingto donext?
Ifemployment,whatsortofjobatwhatlevel?
Ifemployment,whowillbeyournewemployer?
Howwouldyourateyouroverallsatisfactionwithyouremploy Excellent VeryGood

mentin(Dept)orattheTCCEingeneral?
Fair Poor
Ifpoor,whatwereyoudissatisfiedwithandwhy?Explain.
Anycomments/suggestions:
4. Approval
Interviewee: Signature Date
Interviewer: Signature Date

Appendix14.Eyu-EthiopiaClearanceForm
1. EmployeeDetails
Name
Position
Reasonfortermination
Unutilizedannualleavebalance if
any (the above
aretobecompletedbyHR)
2. Description
Theserviceof withEyu-Ethiopiahasbeenterminatedasof
.Please, collect any property that you might have issued to the
employee during his tenure with Eyu-Ethiopia,andconfirmyouractionbysigninginthespaceprovidebelow.
Pleaseconfirmyouractionbysigninginthespaceprovidedbelow.
3. ClearanceSignatories
Section/Office NameofSignatory Signature Date Remark
Finance&OperationDirector
ProgrammeDirector
ProgrammeOfficer
FinanceOfficer/Accountant
AdminandLogisticsOfficer
IncomeGenerationOfficer
Cashier
Storekeeper
Other(Specify)
4. Approval(CEDorotherrelevant)
Approvedby: Signature Date

ForOfficeUseOnly:
PersonalSuretyorGranteelettercheckfrompersonalfile: Yes No
CC:
HR
DepartmentFinanceDe
partment

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HUMAN

Eyu-EthiopiaHumanResourceManual Version1.0 January220 i

Eyu-EthiopiaHumanResourceManual Version1.0 January220 ii

Eyu-EthiopiaHumanResourceManual Version1.0 January220 iii

Eyu-EthiopiaHumanResourceManual Version1.0 January220 iv

Eyu-EthiopiaHumanResourceManual Version1.0 January220 v

Eyu-EthiopiaHumanResourceManual Version1.0 January220 0

Eyu-EthiopiaHumanResourceManual Version1.0 January220 1

1. Research: Generate robust evidence on eye care challenges, burdens,

Accountability:Wearenotonlyresponsibleforouractionsbutwillultimatelybeanswerablefor it.We are

Eyu-EthiopiaHumanResourceManual Version1.0 January220 2

Eyu-EthiopiaHumanResourceManual Version1.0 January220 3

Income Generation Officer (IGO): EE will be involved in various income generatingactivities.

Eyu-EthiopiaHumanResourceManual Version1.0 January220 4

Eyu-EthiopiaHumanResourceManual Version1.0 January220 5

Eyu-EthiopiaHumanResourceManual Version1.0 January220 6

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1. The main objective of recruitment is to secure high standards of competence

Eyu-EthiopiaHumanResourceManual Version1.0 January220 8

Grade Positions QualificationsandExperience

V Directors Second Degree in relevant field of study + 3

2. Part-timeRegularEmployeesarehiredtoworkfewerthanforty(40)hoursperweekona regular basis.

Eyu-EthiopiaHumanResourceManual Version1.0 January220 9

5.Non-Managementstaffarethoseemployeeswhoarenotmanagementstaffandgoverned by the Labor

2. Employeesandapplicantsforemploymentwillnotbediscriminatedagainstonthebasisof age, race,

5. Discriminatory behavior or action by any employee, consultant, or any other

Eyu-EthiopiaHumanResourceManual Version1.0 January220 10

2. Vacancyannouncementswouldnotbenecessaryfortemporaryemployees,paidinterns, and other

3.6. ReceiptofApplicationand Short-listing

4. The exam or interview shall be conducted in the presence of relevant

Eyu-EthiopiaHumanResourceManual Version1.0 January220 11

4. Failure to provide information on relationships or suppression of such information

5. In the case of employment of a relative, the assignment of the relative in the

1. Consultants are independent contractors who are directly engaged by EE for a

Eyu-EthiopiaHumanResourceManual Version1.0 January220 12

3. A letter of confirmation signed by the CED shall be given to an employee who

Eyu-EthiopiaHumanResourceManual Version1.0 January220 13

b. Aminimumoftwoverbalreferencecheckswillberequiredforpreferredcandidates. These will

e. Candidates will be appropriately qualified and experienced and screened

Eyu-EthiopiaHumanResourceManual Version1.0 January220 14

Eyu-EthiopiaHumanResourceManual Version1.0 January220 15

Eyu-EthiopiaHumanResourceManual Version1.0 January220 16

2. Sometasksatanygiventimemayrequireover-timework.Suchexceptionalcircumstances in very rare

Eyu-EthiopiaHumanResourceManual Version1.0 January220 17

4. The acting allowance shall be an amount equivalent to 15% of the acting

Eyu-EthiopiaHumanResourceManual Version1.0 January220 18

Eyu-EthiopiaHumanResourceManual Version1.0 January220 19

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8. For reimbursement, the employee shall present valid receipts of treatments,

2. Onlyregularstaffs(Fulltime(40hrsperweek),andpartimeworkersworkingfor>50%of their time

Eyu-EthiopiaHumanResourceManual Version1.0 January220 21

Eyu-EthiopiaHumanResourceManual Version1.0 January220 22

6. Employees are expected to arrive promptly in accordance with established

Eyu-EthiopiaHumanResourceManual Version1.0 January220 23

1. EE encourages employees to increase their job proficiency in their current position,

Eyu-EthiopiaHumanResourceManual Version1.0 January220 24

1. It is Eyu-Ethiopia’s policy to create and maintain a drug-free working environment.

1.4. Anyonereportingtoworkwhileundertheinfluenceofacontrolledsubstanceoralcoholwill be asked

Eyu-EthiopiaHumanResourceManual Version1.0 January220 25

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1. EE employees have access to highly confidential and proprietary information, not

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